5 Tips for a Perfect Voicemail Greeting

We have all, at some point, called a business and upon not reaching them received the dreaded default voicemail greeting. Not only is that mechanical voice off-putting, but the default greeting does not typically yield useful information if you wish to call the customer back. The goal of Smith.ai’s virtual receptionist service is to help you put your best foot forward, even when you are not interacting directly with a client. We have put together a short list to help you record a custom voicemail greeting that will keep current customers coming back, and ensure new leads will have a positive impression of your business, even when you cannot be there to make one.

1. Find a quiet place

• Avoid recording anywhere exposed to background noise, honking horns, the wind, or mechanical sounds — unless that is an intentional decision as part of the perception you want to create with your message

• Turn off all fans, running appliances, TVs, radios, or other noise-making devices

• When you record your message, listen back through for possible creaking floors, shuffling papers, or any artifacts you may not have noticed, and address them

• Recording near curtains or other sound-absorbing surfaces reduces audio reflections and will give your greeting more professionalism

2. Keep it short and sweet

The purpose of your voicemail is to let the caller know that they have reached the intended person, that you’re not available, and what information to leave so you can call them back. If you do not want them to leave a message, this is the time to tell them what do (such as email or visit your website) instead. It is not the time to upsell them on a new special, or read off a list of new services. They either want to leave a message, or they do not.

3. Smile when you talk

Even just a little. Really. It changes the way you sound, and transforms a gruff message into a more welcoming one. Upbeat and positive makes a big difference. Avoid words like sorry, unfortunately, or we apologize. Instead, use positive words and phrases like “we’d love to” or “we’re looking forward to.”

4. Plan and rehearse

Write it out first. When you take a breath, move your mouth away from the microphone; you do not want to sound like you have just come up for air. Additionally, try recording it a few times to hear how you sound.

5. Get the facts

Let the customer know they have reached the right person or business. Identify yourself/your business. Specifically, ask them what info to leave, but don’t make it too involved.

Your goal is to get the client or lead back on the phone as soon as you can — or to get them off your plate. Getting their name, contact number/email, and their reason for calling is usually enough. If your business deals with specifics, such as geographic location or type of service required, make sure you ask for that information as well. For example, one of the attorneys Smith.ai works with wants to know in what county her clients reside, and another client, working in advertising, requests required dimensions for the signage his company designs.

Ready to make your custom voicemail for Smith.ai? Here’s how to do that.