CHAMPION STRATEGIES – PUBLIC SPEAKING WORKSHOP – MAY 31, 2021
Tips when “Leaving” a telephone message
1. Do not speak too fast! – Slow down when you are leaving a message, especially if you have an accent. I receive many messages where I cannot even understand what the person is saying. Even worse, I cannot write fast enough and I find myself replaying the message several times to record the entire message.
2. Pronounce your name clearly – Announce your name slowly and clearly, especially if your name is not a common name. Spell your name slowly if necessary. Allow people to get the correct spelling of your name.
3. Slow down when saying your telephone number – This is the biggest complaint I have when people leave their telephone number. People state their telephone numbers TOO FAST! Say the numbers slowly and place a “pause” somewhere in the sequence of providing your number. People will appreciate this, especially me!
4. Give your company name, your title & why you are calling – Describe to the person, in a few short sentences who you are, which company you are with and why you are calling. If you are requesting information, leave a detailed but brief message.
5. Let them know when to call you back – Leave a date, time, and preferred telephone number for people. They can’t return your telephone call if you don’t leave your telephone number. Providing them with the preferred time to call back makes it much easier for them.
6. Always sound professional – Remember what I indicated in the beginning of this article. People DO judge you by the tone of your voice and what you say. If you come across sounding unprofessional in your message, they may not return your telephone call. Also, do not leave very long winded messages or they will stop listening.
Your Outgoing Message
Even if you hate leaving a voice message, hearing a pleasant greeting makes the task much more bearable.
Put your callers at ease with your voice greeting:
- Skip unnecessary phrases like “Sorry, I’m unavailable to take your call.” This is already assumed when you don’t answer the call.
- Get to the point: “Hello. This is Sally Simmons. Please leave a message and I’ll return your call.”
- As you record your greeting, smile, feel friendly, and speak clearly.
- Listen to your greeting, picturing what it would be like to hear it as a caller. Is this someone for whom you’d feel good about leaving a message?
Never underestimate the power of your voice. Particularly when making business calls, or calls to people you don’t know that well, the tone of your voice can build trust and likeability, or it can make someone question if they want to work with you.
Even with today’s technology advances, voice communication still builds relationships better than text and email. Know how to use it to your advantage.