One thing that is true of all companies is the need to make and take calls. In some cases, businesses deal with hundreds of calls. In that instance, you are going to want to take steps to ensure that calls don’t go unanswered. Tools that can help you are simultaneous ring or twinning. Unfortunately, no matter how much you try to answer every single call that comes your way, there will always be occasions that a call has to go to voicemail. Therefore, it is important that you set up a professional business voicemail. It can go a long way to boosting your brand reputation and caller satisfaction. Here are some tips:
What Your Voicemail Should Include
There are a few pieces of significant data that you should make sure to include in your voicemail. The first thing is to make it clear to the caller who you are. This guarantees that the caller knows they have reached the intended recipient. It is also a good idea to include an idea of when you will get back to them. Stating your business hours can prove helpful in this regard. Also, if there are pieces of information you require from the caller (such as their number or a good call back time), make sure to request it.
Once you know what you want to say, it can prove helpful to write it out before recording it. This often has better results that simply trying to remember it all. Practicing it out loud is also a good idea. It can prevent delivery issues.
You should try to keep your message under thirty seconds, without talking fast. Often times if you talk too fast, callers need to hear it again. You want them to understand your message the first time they hear it.
Update as Much as Necessary
Don’t be afraid to change your voicemail frequently. Anytime there is a change in business hours or a new promotion, feel free to update your voicemail accordingly.