What should I set for voicemail?

Setting a professional and organized voicemail greeting is crucial for projecting competence and availability to potential customers or colleagues calling you. Your voicemail greeting is often the first impression someone gets of you without you being present, so taking the time to craft an effective message sets the tone for any future interactions. The purpose of setting a clear voicemail greeting is to provide callers with the key information they need, such as who they reached and why you’re unavailable. This ensures their needs are met promptly, while also representing your brand appropriately.

Keep it Short

When creating a voicemail greeting, it’s recommended to keep it short and concise, ideally around 30 seconds or less. As noted in this article from Indeed, most people appreciate a brief voicemail message that gives them the key information they need (Source). Anything much longer than 30 seconds can cause listeners to lose interest or become impatient.

According to research from VXT, the best voicemail greetings are actually between 4-8 seconds long. Messages over 10 seconds can cause callers to tune out, especially if they are just trying to leave a quick message (Source). The key is to include just the essential information callers need without unnecessary details that drag on. Stick to the main points like your name, purpose, and when you’ll get back to them.

Identify Yourself

When leaving a voicemail greeting, it’s important to clearly state your full name so callers know they have reached the correct number “Voicemail Greetings”, mastersincounseling.org. Say your first and last name slowly and clearly near the beginning of your greeting. This provides immediate reassurance to callers that they have dialed the right phone number “Voicemail Etiquette – What to Say When No One’s Listening”, userlike.com.

An example greeting could be: “Hello, this is John Smith. I’m unable to answer your call right now…” By identifying yourself upfront, you avoid any confusion or hesitation for the caller to leave a message.

Sound Professional

When leaving a voicemail greeting, it’s important to sound professional in order to represent yourself and your business appropriately. According to career experts, speaking clearly and avoiding background noise are two key tips for sounding professional in a voicemail greeting (Indeed, 2023).

Enunciate your words carefully and avoid mumbling or trailing off at the end of sentences. Speak at a moderate pace so the caller can understand you. Avoiding verbal fillers like “um” or “uh” also contributes to a more professional tone. Additionally, find a quiet location to record your greeting without disruptive background noise. An environment with minimal ambient sounds allows the caller to clearly hear your voice message.

State Your Availability

An important part of leaving an effective voicemail is letting the caller know when they can expect you to return their call. You want to provide clear information about your availability so the person knows when to anticipate your callback. According to this source, it’s best to give a specific timeframe, such as “I’ll be available this afternoon” or “expect a call back from me by the end of the day.” Being vague can lead to mismanaged expectations.

Specifying when you plan to return the call demonstrates responsiveness and respect for the caller’s time. It also provides helpful information so they can plan accordingly while awaiting your response. Stating your availability upfront prevents the need for back-and-forth phone tag. The caller will appreciate you proactively communicating when you will call them back.

Request a Callback Number

When leaving a voicemail greeting, it’s important to ask the caller to leave their callback number even if caller ID provides it. As noted in this Quora post, requesting the callback number enables the recipient to call back easily with one tap. The caller’s number is sent as a text message along with the voicemail. Asking for the callback number also accounts for cases when the caller ID didn’t capture the number accurately.

Some voicemail systems allow the recipient to press a button like “5” to send their callback number. Make sure to specify in your greeting if you have enabled this feature. Say something like “When you have finished your message, please press 5 and say your callback number slowly and clearly.” This simple instruction makes returning calls quick and easy.

Offer Alternate Contacts

If you will be unavailable for an extended period, provide callers with contact information for someone else who can assist them in your absence. This ensures callers can still get the help they need. For example:

“Hi, this is [your name]. I’m currently out of the office and will return on [date]. In the meantime, please contact [name] at [number/email] for assistance. Thanks for calling!”

Adding an alternate contact to your voicemail greeting demonstrates that you want to provide excellent customer service even when you are away. It shows callers their business is valued. Just be sure the contact person is aware you’ve listed them and is prepared to field calls or messages (Source).

Mention Recording Policy

If your organization records incoming voicemail messages for training or quality assurance purposes, it is important to notify callers of this in your voicemail greeting. According to Rev.com, federal law allows recording phone calls and conversations as long as at least one party (the organization in this case) consents to the recording [1]. However, laws vary by state so be sure to check regulations for your specific location.

A simple statement such as “calls may be recorded for training or quality assurance purposes” covers the legal requirement. Placing this notification early in your greeting allows callers to hang up if they do not consent to being recorded. It also prevents issues down the line if a recorded message were to be used for any reason.

Thank the Caller

Thanking the caller is an important aspect of a professional voicemail greeting. It expresses appreciation for their time and effort in reaching out. According to a Talkdesk article, a simple “Thank you for calling” can establish a positive tone for the interaction. Furthermore, research by the American Psychological Association found that expressions of gratitude strengthen relationships between people. So taking a moment to thank callers makes them feel valued and builds rapport. For example, you could say: “Hi, this is [your name]. Thank you for calling. I’m sorry I missed you, but…” This brief expression of gratitude sets an accommodating tone before relaying your availability or requesting a callback number.

Conclusion

Summarizing then, there are a few key recommendations when setting up an effective yet professional voicemail greeting. Keep it brief and to-the-point, clearly state your name, availability details, and request a callback number. Make sure your tone is warm yet business-like. Offer alternate contacts if you will be out of office. Be clear if you have call recording for training or security purposes. And finally, thank the caller for getting in touch. Following these tips will ensure your voicemail greeting leaves callers informed and reassured that their message has been received.

With a carefully crafted voicemail message, you can project a professional image and provide a smooth experience for those trying to reach you. Just be sure to keep it short, provide key details, maintain a friendly yet business-appropriate tone, and thank callers for contacting you.