Voicemail Techniques11 rules to help get your calls returned

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Ian SeniffSenior Account ManagerDiscoverOrg

Our advice:

Never do this:

… Let’s move on

What to do:

Concise Clear Personable Quick

Rule OneYou goal is to get your call returned, not sell your product

Keep it short

If you can’t say it briefly, don’t say it at all. Voicemail is not “story time”. Leaving a long message is an invitation to have the entire message skipped. The optimal voicemail message is between 8 and 14 seconds.

Don’t leave information that would allow the person to make up their mind. Keep it short and simple. You want to open a dialogue not close a door.

Motivate them to take notes. Add a call-to-action to your message by providing a key date or something of interest.

“In our initial campaign, our messages were about 60

seconds in length and our call-backs were less than

10%. ”Businessknowhow.com

Rule TwoRepeat your number!

Repetition, Repetition, Repetition! The key to memorization is repetition. Not only that, but if they didn’t catch your number the first time, you have given them a reason not to call you back.

Repetition, Repetition, Repetition! The key to memorization is repetition. Not only that, but if they didn’t catch your number the first time, you have given them a reason not to call you back.

Rule ThreeNever say “I will call you back”

This just gives the person you are calling another excuse not to call you back. Their ears will instantly close upon hearing this. How many times have you heard someone say they will call you back and returned their call?

Other phrases to avoid:“You’re a hard person to reach…” Never, ever say this.

“Hey there Mr. ____, your secretary said you weren’t available so I knew you’d be the right person to talk to.”

“I’d like you to call me back so we can discuss…”

It’s not about YOU or your PRODUCT – it’s about THEM – their problems, their pain points.

Rule FourUse body Language

I know this may sound strange but if you can physiologically emote your message it will come through on their end.

Project you message, deliver it standing, talk with you hands, it will come through on the voice mail.

“7% of the message is transferred and

understood by the actual words used, 38% is transferred as a result

of the way the words are spoken and a

massive 55% by body

language.”callcentrehelper.com

Rule FiveWrite a script

You are making a call with the intent to talk with a person. Then you realize that they are not there. That give you about 3 seconds to come up with a message. Are you ready?

Come up with a few options of what to say before hand and save yourself the panic.

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Rule SixCall at the right time

The best hours to leave voicemail messages are from 6:45 AM to 8:00 AM and from 4:30 PM to 6:30 PM. Aggressive people are usually working during these time periods, and the person receiving your message could potentially view you as one.

Wisely use time zone changes to make as many calls as possible during the optimal voicemail periods.

Messages left on a Friday afternoon are the least likely to be returned. For most people, Monday mornings are very busy and, as a result, only high–priority activities will get their immediate attention.

Rule SevenBe personal yet professional

Starting off with “Hi, Mr. Smith. I hear you’re in charge of buying software.” is a sure-fire way to get you message deleted.

Mention the person’s first name at least twice in the message, but don’t use their last name. Doing so comes across as very impersonal.

Rule EightChoose your words wisely

The way you speak is a good way of conveying your background, age, professionalism and education.

Are you saying “um” or any other non-words? Are you using over used words? Are you using a word incorrectly? Are you using generic techno babble?

Consult a dictionary or a thesaurus and change that “good” to “acceptable, pleasing, reputable, superior, valuable, etc.”

What if its transcribed by a device?IF YOU HAVE CLARITY, THIS WORKS GREAT:“Hi , it's Dave Jones. I just got your email when you get a chance if you could give me a call back. I had quick question for you. Wanted to see if you guys could help me out with a couple different accounts. I'll be greatly appreciated. Thanks so much. bye bye ”

IF YOU DON’T:

“My team is trying to screw all the 3000+ employee plus enterprises”

“We are a Discover Pork Customer”

“We’ll go setting the parade. I love you son.

“I’m drunk Sherman”

“Kids show holding with ultra things”

“I’m calling for my sock and I know you’ve done with Mandy”

Rule NinePace yourself

If you are trying to keep you message short and sweet, do not just speak faster. Shorten your message instead.

Talking too fast will make prospects think you are not worthy of their time. On the other hand, if you talk too slow, they may lose interest.

Maintain a strong and steady pace that will capture attention and earn you more time.

Rule TenDo your homework!

"I would like to introduce myself" is not a reason for prospects to talk to you. Why should they care? Tell them what it is you think you can do for them in their own unique situation. (see next slide)

DiscoverOrg provides you with the ability to target individuals based on their function, rank, location and many other criteria. DiscoverOrg also links you to individuals LinkedIn profiles and provides descriptions of many contacts. Use it. Numbers are great but use the additional contact information to add key details to your message.

Use the Sphere of Influence

You can also use the org charts provided by DiscoverOrg to throw in names of individuals in the contact’s department. If you say something like “I just reached out to John (his VP) and wanted to include you in on the conversation as well…” This will grab the listener’s attention.

- Follow-up with an email to your prospect and cc John the VP.

Rule Ten (Continued)Another great tool to use from DiscoverOrg to help with compiling background information are the Real Time Triggers. Real time triggers will keep you up to date with projects. Mentioning a specific project will again draw the listener's attention.

Example:“Hi John, this is John Smith at Company and I see you are implementing

Windows 7. If you are like Chevron or Shell you’re probably dealing with backwards compatibility issues with your legacy applications. We offer a server

virtualization software that will allow you to continue using legacy applications within Windows 7 even if the application is not itself compatible there. Would Thursday at 2 or Friday at 1 work on your calendar for a quick call to discuss?”

Rule ElevenUse voicemail with Email

And do these within minutes of each other. Do not leave a voice mail and follow-up that afternoon with an email. Response will drop when the two are not synchronized.

Adding an email companion to your voicemail will give the contact an additional way to get in touch with you and, as was mentioned in Rule Two, provide additional repetition.

Sending both will show that you are very enthusiastic about getting in contact with them.

You Blew It!?

You tried really hard but you blew it on the message now what?!

Don’t be this guy: http://www.youtube.com/watch?v=vZChD_Gni8U

Hit # - many times it will allow you to re-record your message or delete it.