Professional Voicemail Greeting

Professional Voicemail Greetings  

March 5, 2024

A salesperson must create an open, communicative but not intrusive strategy for contacting their clients. With the rise of SMS in business, questions have been raised about whether SMS can replace phone calls. If so, then where and why? To create a synergy between the methods of communication used to engage clients, a salesperson can be distinguished by a professional voicemail greeting. Crafting a polished voicemail message is not just about the content: it’s an opportunity to make a positive impression and hopefully build brand loyalty. 

At Movius, we recently read as a company Simon Sinek’s Start With Why. One of the valuable distinctions he offers is the difference between a repeat buyer and a loyal customer. A repeat buyer might have chosen you multiple times, but a loyal customer will stay with you despite the potential advantages of choosing an alternative. Loyal customers are created through relationships.   

The value of SMS   

SMS is faster, more efficient, and easier to deploy at scale. Recently P2P guidelines have created a tax so that companies must pay to use texting in marketing. One-to-one texting between salesperson and client, however, is ideal for SMS. Among the statistics that show this are:  

  • “78% of US consumers say receiving a text message is the fastest way to reach them for important service updates and purchases   
  • 90% of messages are read within 3 minutes  
  • Approximately 40% of sales reps don’t feel prepared for cold calls”  

However, SMS is rarely engaging. It might be engaging, but it would never be as engaging as a call. Calling builds loyal relationships, and when calls are missed, a professional voicemail greeting must convey the desire to build that loyal relationship.  

The ingredients for a professional voicemail greeting  

A professional voicemail greeting is presumably recorded on a dedicated business line, which should be separate from your personal cell number. Segregating work from personal can protect you and the company you work for. If you do not want to use a desk phone or carry a second cell phone, you can easily choose a bring-your-own-device model with MultiLine, which is an app that adds a dedicated business line to any number. Once the business number is established, the voicemail should have the following ingredients:   

  1. Your name  
  2. The company  
  3. That you will return the call as soon as you are able 
  4. Any pertinent or situational information if you are not going to be able to return their call promptly  

If you have specific availability, such as your normal business hours, it would be helpful to tell your clients that in your message. Any opportunity to level-set about when and how you can give them your undivided attention nurtures the relationship.  

Regarding tone, it would be advisable to practice clarity, confidence, friendliness, and good diction as best as you can.  

Should I say “Leave a Detailed Message?”   

To prompt the caller to provide the necessary information for a timely and effective follow-up, it might be a good idea to tell them what information you will need. For example, a university registrar might ask for Student ID numbers. However, if you do not need specific information, encouraging your client to leave a detailed message is always a friendly and inviting call to action.  

Distinguishing yourself in your professional voicemail 

Infusing your voicemail greeting with a touch of professional branding could be a great way to help clients remember you. If appropriate, you might want to mention your organization’s tagline or a brief statement that aligns with your brand image. This adds a layer of consistency to your overall professional identity.  

Clear, professional, effective communication nurtures relationships which in return nurtures brand loyalty. A valuable aspect of separating work and personal phones is that you can record a professional voicemail greeting without your friends making fun of you. In turn, a voicemail greeting that is customized and specific to your role at your company can help your clients feel confident they’re talking to the right person.  

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