Voivemail Research 031912

8/2/2019 Voivemail Research 031912

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Seven Voice Mail Scripts You Must Have!

I don’t know about you, but I’m shocked every time I listen to a voicemail message left for me by sales

reps, prospects and even clients. They are filled with ‘um’s’ and ‘ah’s’, they ramble on and on, they

leave no compelling reason for me to call back, and they almost always leave their number so fast that I

have to listen to it two, three, sometimes four times to make it out! It’s no wonder so many voice mailmessages get deleted and never called back!

If ever there was a situation that begged to be scripted, it’s your voicemail message. Isn’t this the time

you want to sound your best, be perceived as a professional, and prepare the most polished message

you can? Of course it is. Here are seven sample voice mail messages you can start using today to

separate yourself from the other 95% of voice mails that get ignored, deleted and never returned.

The first two are voicemails for prospects you haven’t spoken with yet, the next three are for when

you’re calling a prospect or client back, and the last two are for situations when your prospect or client

isn’t calling you back:

Sample Voicemail Message #1:

Note: The best voicemail message you can leave is one with a specific purpose that addresses the needs

of your prospect or client, and offers them a solution that is worth them taking the time to call you back

to learn more about. Here is the classic template – adjust and adapt it to fit your product or service. In

this and all examples, leave your phone number SLOWLY:

"Hi __________, this is ___________ with (your company). I'm calling about your new office that's

opening in Houston next month, and I wanted to provide you with some ideas that may help with your

networking issues.

We work with a lot of companies in the area, and I think you'll find it useful if we talk.

You can reach me by calling area code (800) 222-0568. That number again is area code (800) 222-0568,

and ask for _________. I look forward speaking with you and thanks in advance for returning my call.”


“Hi _________, this is _______ _______ with (your company). You and I haven’t spoken yet, but I’ve

been doing some research on your company and I think you’re a great fit for (our networking solutions – your products here). We can provide you with (BREIF list of one or two benefits) and I know you’ll be

happy if we spend just a couple of minutes discussing how this can help you.



When you get this message, please call me back at (800) 222-0568. That number again is area code

(800) 222-0568 and ask for _________. I look forward to speaking with you, and I guarantee you’ll be

glad you returned this call.”


“Hi _________, this is ________ ________ with (your company). Briefly _________, I need to speak

with you about how you’re handling your sales tracking (Or your kind of product or fulfillment), because

I have something that can (solve their unique problem). Our clients include (list some companies they

are familiar with), and I know this would work for you as well. Believe me it’ll be worth a 5 minute

phone call to find out why.

Please do me a favor when you get this message and call me back at (800) 222-0568. That number again

is area code (800) 222-0568 and ask for _________. I look forward speaking with you and I guarantee

you’ll be glad you returned this call.”

The next two examples are for voicemails left for prospects (or clients) you’re getting back to:


“Hi _________, this is ________ _________ getting back with you at (your company). I’m looking

forward to speaking with you because we just (give an update here – you have a new special, new

product update, added a new client they would know about), and I know that based on (their specific

need you uncovered during the last call) this is going to make it even easier for you to (give the benefit

you both discussed). I’m excited to share this with you.

Do me a favor when you get this message and please give me call a back at

(800) 222-0568, ext. 618. That number again is area code (800) 222-0568, and I’m at ext. 618. I look

forward speaking with you!”


“Hi ________, this is _______ ________ getting back with you about (your demo, quote, etc.). Briefly,

I’ve been doing some more research on how we may be able to save you even more (or make you even

more – whatever your product or service can do for them), especially in regards to your (list a specific

need they told you about during the initial call), and I’m excited to share that (or discuss that) with you.

I’ll be in my office the rest of today, so do me a favor when you get this message and please give me call

a back at (800) 222-0568, ext. 618. That number again is area code (800) 222-0568, and I’m at ext. 618. I

look forward speaking with you.”

And for the prospects or clients that seem to be dodging you or just not calling you back:




“Hi _________, this is _______ ________ again with (your company). For some reason we haven’t been

able to connect since I sent you (your demo, proposal, etc.), and believe me, I’ve been sales long enough

to know what that probably means. I’m assuming you’ve either found another solution or this has been

put on the back burner for now. Either way, that’s fine.

Do me a favor though please. So I’m not bothering you anymore, could you please give me a quick call

and just give me an update so I know what direction you’re moving in? If I’m not available, just leave

me a voice mail. Again, either way, it will be good to know what’s going on.

Thanks in advance for that, and I’ll look for your call. You can reach me at (800) 222-0568, ext. 618.

That number again is area code (800) 222-0568, and I’m at ext. 618. Thanks again, ________.”


“Hi _________ this is _______ ________ again with (your company). I’m sorry we haven’t been able to

get back together on this – if you’re like me I’m sure you’re being pulled in many different directions and

are real busy. Do me a favor, though, and when you get this message, just call me back and leave me a

voice mail with what you’ve decided to do about (your proposal or demo or quote). If you’re still

interested in it, great, but even if you’ve decided not to move forward with it, that’s fine as well.

Either way it will be nice for me to know.

Thanks in advance for that, and I’ll look for your call. You can reach me at (800) 222-0568, ext. 618.

That number again is area code (800) 222-0568, and I’m at ext. 618. Thanks again, ________.”

There you have it – voicemail messages for most of the situations you’ll find yourself in. Once again, by

using these scripted, proven messages you’ll be giving yourself the best chance to hear back from your

prospects and clients. And remember, even if their answer is no that’s a lot better than chasing

unqualified prospects who are never going to buy.

10 tips for effective voice-mail messages

Have you honed your skills at "elevator pitches" — that is, the quick sales

pitches to influential executives or potential customers that could be pivotal to

your business?



Voice mails are similar types of pitches worth becoming skilled at. Maybe a

voice mail won't always make or break your business. Maybe it could just

mean you have a partner for a weekend game of golf.

At any rate, you want to interest someone in calling you back.

And that's why, as an entrepreneur maximizing small business resources, it

behooves you to make the most of voice mails—both in those you leave with

others and in your voice-mail greetings to incoming callers.

Here are 10 strategies to make your voice mails more effective and, ultimately,

more beneficial to your business.

First, tips on what to do when you're the one leaving the message.

1. Get to the purpose of your call. In this lightning-paced day and age,

businesspeople can't afford a lot of time for ambling chitchat. Instead, when

leaving a voice mail, make it plain upfront why you're calling. "Is it a call to

action, to give an update, or are you just returning their call?" says Kathleen

Rich-New, a Cape Canaveral, Fla.—based consultant. "Put the call in context so

they know why they should return your call."

2. Put contact information up front as well. It's happened to every one of us—you retrieve a voice mail only to have the message cut off before it's

finished. That happens. But minimize the damage by pushing critical

information to the top. "I always say 'This is Margot Lester from the Word

Factory' and give them my number," says Carrboro, N.C., writer Margot

Carmichael Lester. "Then I say, 'Please call me back,' and I give them a

deadline. That way, if the call drops, the most important information is

conveyed."

3. Don't repeat what the system already knows. Sophisticated voice-mailsystems will record the date and time of incoming phone calls. Don't waste

time by repeating those in your message. Also, don't say your phone number

more than once. If the recipient misses it, that's why rewind buttons were

invented.

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4. Get to know the person who's getting the message. If you know the

person gets a ton of voice mails every day, don't bog down the system—and

her patience— by leaving too many voice mails when a few better crafted

ones will do the job just as well. "If it's your boss, just ask for guidance on how

they like their messages," says Boston consultant David Williams.

5. Avoid trying to leave a message about numerous topics. Trying to cover

a variety of complicated issues in one voice mail is nigh impossible. Instead,

break them up into individual voice mails or, even better, opt for e-mail to do

as thorough a job as possible of covering every topic of importance.

Now then, here are tips for your recorded voice-mail greetings.

1. Consider changing your greeting every day. This is particularly importantif you keep in touch with people who need to know when you're available and

when you're not. Few things create a more negative impression than an out-

of-date greeting.

2. Offer specifics. A caller who hears that you're out of the office or away

from your desk was likely able to figure that out on their own—after all, you're

not answering the phone, are you? Instead, offer specific, helpful information,

such as dates and times when you will be back or when you may be reached if

the caller wants to try to call you again.

3. Encourage detailed messages. Ever get a voice mail saying that someone

has important new information, and to get back with them ASAP? That isn't

overly detailed—and may not be overly helpful to you, either. In your

outgoing message, urge callers to leave as many specifics as they think are

necessary. "That way, you can get back to them with all the needed

information without playing phone tag and wasting a lot of their time and

yours," says Karen Leland, author of Customer Service for Dummies.

4. Use humor and offbeat material with caution. As a rule, it's nice to make

your outgoing message unique or memorable in its own way. But don't go

overboard with risqué jokes or other material that may cross the line in some

manner. While some callers may find that entertaining and clever, just as many

may be put off by something they feel is in bad taste.



5. Always review your outgoing message! One common mistake that can

lead to ineffective outgoing messages is a failure to actually listen to what

you've just recorded. Every time you change your message, take a minute or

two to critique it. Do you sound enthusiastic or bored? Do you include all the

information that you need to and in the most effective order possible? If you're not satisfied, don't be gun-shy about re-recording your message. If

need be, record it several times until what you have on tape is the sort of

message you want to convey to whoever may be calling. That sort of attention

to detail can make a big difference, particularly with first-time callers.

15 Tips to Voicemail Survival for the Sales Professional 1. If your goal is to get the phone call returned, don’t leave information that would allow the person to make up their mind.

Add a call-to-action to your message by providing a key date or something of interest that will encourage the person to

return the call. You have to create a reason for them to call you back.

2. Repeat your phone number twice. If the person can’t quickly write your number down, you’ve given them a perfect reason

to not call back.

3. Avoid asking ask the person to call you back at a certain time. This provides them with an excuse not to call you.

4. Never state in the message that you will plan to call them back. Again, this only gives the person an excuse to ignore your

message.

5. 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.

6. Do not leave voicemail messages at odd hours of the night. Most voicemail systems offer a time stamp and the person

hearing the message will immediately suspect you really did not want to talk to them.

7. 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.

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

tip.

9. Voicemail messages are an excellent way to introduce yourself to a person. Be personable, yet professional, and link your

message to something of interest to the person you are calling (such as another person or event). The recipient may view

your message as a waste of time if you have no purpose other than getting your name in front of them.

10. When leaving a message with multiple points, be sure to immediately disclose how many you will be making. This will

prevent the recipient from accidentally fast-forwarding or deleting it before it is completely heard.

11. 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.

12. When leaving your phone number, do not leave your website address as well. This will give the person an opportunity to

make a decision about you without calling you back.

13. Leave a “PS” at the end of your message. A “PS” is a very quick, additional piece of information that will connect with the

person.

14. 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.



15. Refer to a mutual acquaintance in your message as a way of connecting with the recipient. (Caution: Make sure they think

positively of that person!).

8 Simple Rules for Leaving Compelling Voice Mail Messages

Asking questions by leaving messages in people’s voice mail is tough, but not impossible. Sure, we’ve

all had days spent almost entirely on the phone, leaving voice mails for prospective and current

customers but getting no responses. If you use it effectively, however, voice mail is a great way to

leave a brief but useful message for a prospective customer, or use a question as a teaser that leaves

your prospect eager to learn more about what you can offer.

EIGHT TIPS FOR LEAVING POWERFUL VOICE MAIL MESSAGES

1. Develop a script. Like many salespeople, you might fear that scripts will stop you from

thinking creatively and speaking in a conversational tone. Think of scripts as road maps to guide you

and help you stay focused. Writing a voice mail script crystallizes your thinking to clarify the key

points you want to convey. Professional actors use scripts so they can put more energy into their

voices and body language. Advertising pros emphasize key words to spark prospects’ emotions and

make them respond. So why not scripts for salespeople?

2. Keep voice mail messages short and simple. A good voice mail should be about 30 seconds

and not more than 45 seconds. The average person speaks 150 words per minute. A 30-second voice

mail message is about 75 words. You can pack key points of information into that time frame. Don’ttry to squeeze in too much. Hit home one point you want to make and see if it jolts your prospect into

action. If not, change your message for your next callback.

3. Don’t leave your prospects thinking they have all the time in the world to call you back. Create

a sense of urgency and give them explicit time frames when you are available. For important prospect

callbacks, let them know the windows of time you are available. After all, you’re a busy professional

in high demand, so your voice must communicate those qualities.

Example: “Hi, _____, this is _____ from XYZ Unlimited. ………….The best time to reach me is today from

2:00 to 5:00 P.M., and tomorrow from 8:00 A.M. to 1:00 P.M. My number is _____.”

If they don’t call back, no tragedy; hey, we’re all busy. However, because you’ve given a specific time

frame when you’re available, you’ve just given yourself permission to call the next day and try again.

By now you have enough common sense and know from personal experience not to harass a

prospect. If you feel you’re making a pest of yourself by calling too much, well, perhaps you are. Use

your discretion, back off, and try other means of communication.



4. Use teasers. State in your voice mail that you are sending an article, book, tool, or anything

valuable to them. No, not a brochure, a mug, or mouse pad—that’s of value to you. By sending

something of interest to help them enhance their work environment, job, or career, you’re positioning

yourself as a consultant and advisor. That way, when you follow up, you’ll have a neutral reference

for discussion purposes. You’ll have positioned yourself as a credible source who understands their

issues, and your prospects won’t feel like you’re ready to pounce on them and start selling.

5. Hit their problems. It’s important to focus on what you can do to help your prospects become

better at, resolve, fix, gain more control, eliminate a risk, save time/money, or make their job easier.

From your experiences with other clients, try to hit one or two of these issues. If they don’t respond,

you didn’t touch the right hot button, so touch others in your next voice mail. If there’s still no

response and you’ve exhausted your options, your prospect doesn’t recognize a need, even if you do.

6. Benchmark your progress. As the saying goes, if you’re not measuring, you’re not managing

your progress. Document what’s working. When certain messages aren’t working and the numbers

show it, try different approaches. Be willing to test, test, and test again.

7. Get deeper, broader, and higher. There are lots of influencers, decision-makers, and

knowledgeable sources to help guide you and reach the right people. If you keep calling the same

contacts only to get lackluster results, look elsewhere.

8. Don’t lose focus. Your efforts shouldn’t be limited to leaving powerful, engaging, thought-

provoking voice mails to make prospects say “Wow!” It’s about breaking through to these elusive

people to engage them, qualify the opportunity, identify their needs, understand their problems, and

offer viable solutions to help their success skyrocket.

Follow these eight rules, and there’s a much better chance that your voice mail messages will be the

seeds that blossom into new business relationships for you and your company.

Voice Mail - Friend or Foe

I estimate that over 50 percent of the time we are reaching voice mailboxes instead of real people.

With those kinds of statistics, you would think we had be better prepared for the situation… but most

of us are not.



We had better be prepared because, whether we like it or not, the telephone, voice mail, e-mail, and

other technological roadblocks to reaching our clients have become a reality.

Many of us feel that prospects are hiding behind their voice mail or e-mail systems. Not so. They're

not hiding behind them, they're using them to screen or filter out potential time-wasting activities.

Perhaps you put the phone down and say s*x!! And think I will call later.

What a wasted opportunity! In my mind, voice mail is great! Why?

Any idea how much people pay for a 30 second commercial during the Super bowl Final...about

$500,000 for 30 seconds.

So when Nike are paying that kind on money for 30 seconds, how much do they spend in preparing

that commercial, making sure with market research planning etc that they will get the maximum

number of people to take a good hard look at Nike products.....it might be even more!

Voice Mail is an opportunity if it is done right. No hmmmmm...ahhhhhhh. hmmmmm Or messages

that are too short too long too fast. Ever left a message that rambled on and you regretted leaving

message, should have just hung up. Ever hoped that the voice mail system would give you options to

erase and start again?

Not unusual, if you did not have a plan, a repertoire of interesting, compelling messages, internalized,

sounding natural warm and friendly. You probably have 15-20 seconds where you can leave a

message that may differentiate your services from the competition. When you are driving in your car,

listening to the radio, watching commercial television we are bombarded by 30 second messages that

slip into your brain.

What do we want to get out of this voice mail message? Them to call us back so what we have to do is

give them 2-3 reasons why it is in their best interest to return your call.

If they do not call back, you can leave a second and different message and even a third!

Make them interesting and yes even make them funny!

Sometimes people phone back just to congratulate an innovative fun and interesting way of getting

their attention.

All of the above is applicable for e-mail messages too.

Effective VoiceMail Messaging: Do's and Don'ts

Voice mail can be one of the greatest sales tools ever created if you know how to use it.The first fact



you have to embrace is that, on average, only 5% of the voice mail messages you leave will result in a

return call. Depressed about that? Well, don't be. Your voice mail message can and does serve more

than one purpose. Of course it is fantastic when a prospect returns your call but even if they don't,

you still have laidthe groundwork for effective communication of your value proposition.

Think of your voice mail messagesas value proposition building blocks. How effective theyare in this

strategyis predicated on integrating the technique into an effective outbound call methodology - more

about that in a future posting. Let's focus for now on the Do's and Don'ts of Voice Mail Messaging.

Don't

Refer to your company as the industry leader

Spew your company history or name drop more than 2 relevant customers

Reference the fact that they recently attended a trade show or downloaded a white paper

Ask for a commitment of their time before you have established credibility

Leave your email or web address in your voice mail message

Do

Be concise, outline what you want to say before you make the call

Limit yourself to 90 words or less - it will force you to focus on the message and not the fluff

Provide a compelling reason for them to call you back

Use vocal variety, people will hear the passion in your voice much more than they will hear

the actual words

Ask them to call you back "today" - convey a sense of urgency

If you view each voice mail message as a mini commercial for your product or service and invest some

time in developing these actionable sound bites, when you do get in touch with your prospect, they

will have a basic understanding of your value proposition and you will be that much more ahead of

the curve.



20 Tips For Leaving Effective Efficient Voicemail Messages From Your Strategic Thinking Business

Coach

Strategic thinking applies to all that we do in business. Our business communications are one area

where there is always room to be more strategic and therefore be more effective. Take a moment and

think about some of the voicemail messages you receive each day. How many of them are effective?

How many of them are efficient and contain the information and/or questions you really need to

respond? How many of them are rambling and incoherent? And how many of them are downright

annoying and a waste of your time?

Your Strategic Thinking Business Coach has some tips to share that will help you leave more effective

and efficient voicemail messages and become a more strategic business communicator. Those tips

include:

Tip #1: Always plan ahead. Prepare for your call and the possibility you will be asked to leave a

voicemail message. Research your subject and your clients and/or prospects before you make your

call and be prepared to reference that research in your voicemail message.

Tip #2: Practice delivering your voicemail message prior to placing the call so you are will prepared to

deliver a well-planned voicemail message.

Tip #3: Do your homework to get to know the person who will get your voicemail message.

Tip #4: Make it a habit to leave your contact information up front in your voicemail message. This will

make sure the receiver of your message knows how to contact you if the message gets cutoff before

you finished. Always repeat your contact information at the end of your message (unless you have

gotten cutoff).

Tip #5: Discipline yourself to focus on one topic in your voicemail message. If you have too many

topics, please consider e-mail to be a more effective communications tool f or multiple topics.

Tip #6: Provide enough detail in your voicemail, without using up all the available space for your

message, so the receiver has what he or she needs to respond to your message and so you will

not waste time playing phone tag.

Tip #7: Always speak distinctly and clearly to ensure your voicemail message will be understandable

to the receiver. You should slow down and pronounce words carefully.

Tip #8: Please spell your name and/or any difficult or unusual words if your name is hard to

pronounce or unusual, or if an unusual word may be difficult for the receiver to understand over the

phone.

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Tip #9: Always state who the voicemail message is for since some voice mail system may serve

multiple people.

Tip #10: Keep your voicemail message simple and concise. A business message should be to the point

and in as few words as necessary.

Tip #11: Always correct yourself if you misspeak in your voicemail message by starting that part of

your message again and repeat it correctly.

Tip #12: Never leave the same voicemail message twice. Always change your voicemail message to

include another great point or piece of information.

Tip #13: Leave yourself a voicemail message and listen to it carefully. Listen to the tonality of your

voice. Ask yourself if you are not speaking in a monotone and if you sound boring. Avoiding the

monotone and boring speaking will increase the effectiveness of your voicemail message and will

increase the probability that it will actually be listened to by the receiver.

Tip #14: Set a goal to try to keep your voicemail message to under 60 seconds.

Tip #15: Make sure to state a reason for the recipient of your voicemail message to return your call.

Tip #16: Always speak with enthusiasm when leaving your voicemail messages. You should actually

smile when leaving your voicemail message since your smile will come across on the phone.

Tip #17: Always know what you want from the receiver of your voicemail message and what specific

action(s) you want that person to take.

Tip #18: Always reflect the appropriate emotion in your voicemail message.

Tip #19: Never state in the message that you will plan to call them back. Again, this only gives the

person an excuse to ignore your message.

Tip #20: Consider the timing of your voicemail message. Do not leave voicemail messages at odd

hours of the night. Most voicemail systems offer a time stamp and the person hearing the message

may immediately suspect you really did not want to talk to them. 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. And make wise use of time zone changes to make as many calls as possible during the optimal

voicemail periods listed in the previous tip.

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Leave Voicemail Messages That Get Returned!

I don't know about you, but I'm shocked every time I listen to a voicemail message left for me

bysales reps, prospects and even clients. They are filled with 'um's' and 'ah's', they ramble on and on,

they leave no compelling reason for me to call back, and they almost always leave their number so

fast that I have to listen to it two, three, sometimes four times to make it out! It's no wonder so many

voice mail messages get deleted and never called back! If ever there was a situation that begged to be

scripted, it's your voicemail message. Isn't this the time you want to sound your best, be perceived as

a professional, and prepare the most polished message you can? Of course it is.

Here are four sample voice mail messages you can start using today to separate yourself from the

other 95% of voice mails that get ignored, deleted and never returned.

The first two are voicemails for prospects you haven't spoken with yet, the next one is for when

you're calling a prospect or client back, and the last example is for when your prospect or client isn't

calling you back at all:


Note: The best voicemail message you can leave is one with a specific purpose that addresses the

needs of your prospect or client, and offers them a solution that is worth them taking the time to call

you back to learn more about.

Here is the classic template - adjust and adapt it to fit your product or service. In this and all examples,

leave your phone number SLOWLY:

"Hi __________, this is ___________ with (your company). I'm calling about your new office that's

opening in Houston next month, and I wanted to provide you with some ideas that may help with

your networking issues. We work with a lot of companies in the area, and I think you'll find it useful if

we talk.

You can reach me by calling (your number). That number again is (your number), and ask for

_________. I look forward speaking with you and thanks in advance for returning my call."


"Hi _________, this is _______ _______ with (your company). You and I haven't spoken yet, but I've

been doing some research on your company and I think you're a great fit for (our networking

solutions - your products here). We can provide you with (BREIF list of one or two benefits) and I

know you'll be happy if we spend just a couple of minutes discussing how this can help you.

When you get this message, please call me back at (your number). That number again is (your

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number) and ask for _________. I look forward to speaking with you, and I guarantee you'll be glad

you returned this call."

The next example is for a voicemail message left for a prospect or client you are getting back to:

Sample Voicemail Message #1: "Hi _________, this is ________ _________ getting back with you at

(your company). I'm looking forward to speaking with you because we just (give an update here - you

have a new special, new product update, added a new client they would know about), and I know that

based on (their specific need you uncovered during the last call) this is going to make it even easier for

you to (give the benefit you both discussed). I'm excited to share this with you.

Do me a favor when you get this message and please give me call a back at (your number). That

number again is area code (your number). I look forward speaking with you."

And for the prospect or client that seems to be dodging you or just not calling you back:

Sample Voicemail Message #1: "Hi _________, this is _______ ________ again with (your company).

For some reason we haven't been able to connect since I sent you (your demo, proposal, etc.), and

believe me, I've been sales long enough to know what that probably means. I'm assuming you've

either found another solution or this has been put on the back burner for now. Either way, that's fine.

Do me a favor though please. So I'm not bothering you anymore, could you please give me a quick call

and just give me an update so I know what direction you're moving in?

If I'm not available, just leave me a voice mail. Again, either way, it will be good to know what's going

on. Thanks in advance for that, and I'll look for your call. You can reach me at (your number). That

number again is area code (your number). Thanks ________."

There you have it - voicemail messages for three of the situations you'll find yourself in most of the

time.

Once again, by using these scripted, proven messages you'll be giving yourself the best chance to hear

back from your prospects and clients. And remember, even if their answer is no that's a lot better

than chasing unqualified prospects who are never going to buy.

The 20 Worst Prospecting Voicemail Mistakes Salespeople Make

Among salespeople who make sales prospecting calls, there’s a hot debate about whether or not you

should leave a voicemail message.








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I’m of the opinion that you definitely should - but only once every three days.

For a voicemail to have any impact, however, you have to avoid the common blunders... and many of

them are easy to make.

During one of these hot debates, I asked our followers which are the worst voicemail mistakes you

can make in prospecting.

Here are their top 20.

1. Not leaving one so your prospect doesn’t have the chance to return your call.

2. Pretending you have called when you haven’t.

3. Not having planned what you want to talk about in advance.

4. Talking about your products, instead of things that matter to your prospect.

5. Speaking for more than 20 or 30 seconds without letting the prospect say anything.

6. Leaving a message that’s too short and doesn’t give your prospect a compelling reason to call

you back.

7. Not showing that you have researched your prospect, and his or her situation, in

yourvoicemail message.

8. Speaking so quickly that you can’t be heard. Or worse, mumbling.

9. Leaving a voicemail with lots of verbal pauses (like "ums" and "ahs") that make you sound less

confident, and less credible.

10. Leaving a message and then passively waiting for a call back, instead of continuing to try to

reach the prospect.

11. Not leaving your name and contact information at the end of the message. Better yet, leave it

at the beginning when the prospect is poised to take notes.

12. Sounding too "canned" or "salesy" to catch your prospect’s attention.

13. Not mentioning your company’s website, if it’s your strongest sales tool.

14. Using a tone of voice that suggests you don’t expect a call back.

15. Not following up via other means, like email or handwritten note.

16. Giving up too soon, when most prospects won’t return your call until you have tried them

more than nine times.






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17. Not mentioning another company you have helped with a similar problem that the prospectis

likely to have.

18. Failing to stick to one topic per voicemail message.

19. Not verifying that you have the right contact before leaving multiple messages.

20. Forgetting to mention a common colleague or someone who has referred you.

21. How Voice Mails Can Increase Marekting and Sales Results

With all the crazy busy small business owners to sales professionals, leaving voice mails has

become a standard marketing and selling practice. Yet many still dislike this business

andrelationship building tactic.

Before you leave any voice mails, maybe you may wish to consider answer this question

honestly:

Do you truly dislike leaving voice mails? Sales Training Coaching Tip: Our beliefs drive our

behaviors.

In speaking with clients over the past several years, I suggested this activity provided an

opportunity to build a bridge between marketing and selling activities as he continued his quest

to increase sales. Other small business coaches and sales experts such as Doyle Slayton share

this belief as well. Sales Training Coaching Tip: When you change how you look at things, the

things you look at will change.

Doyle wrote in one of his blog these words "t o increase sales l eaving voice mails requires a series

of predetermined sales scripts." Another colleague, Bill Napolitano, coined the phrase"Captain

Wing It." This role appears to be quite alive and well in business especially for those engaged as

professional salespersons. These well intentioned folks do a lot of spraying and praying of

their marketing and selling actions with the hope that something will stick. Maybe this is why

only 10% of sales people secure 80% of all earned sales or if you must think closed sales.

The predetermined sales scripts are the results of your past interactions with potential

customers, current clients as well as ongoing knowledge about current business trends. Much of

this information can be found within your strategic business plan and specifically the

sales,marketing and customer loyalty action plans. Sales Training Coaching Tip: No written plans

suggest you are living the role of Captain Wing It and not Captain Focus.

Voice mails can be an incredible strategic opportunity in any economy and especially a down

one. All you must do is to take predetermined actions (written sales scripts), execute flawlessly






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and monitor your results allowing you to make those necessary course corrections so that you

can increase sales.

10 Ways To Better Use Voice Mail

Here are some suggestions I got from Diane Diresta, a professional speaker, coach and author of

Knockout Presentation: How to Deliver Your Message with Power, Punch, and Pizzazz, to make your

voice mail more effective.

1. Plan your message. Think about what you want to say before you leave the message.

2. Get to the point. Stream of consciousness doesnï¿½t work.

3. Be brief. Aim for a 15- to 30-second message.

4. Speak slowly. The recipient needs to process the information and write it down.

5. Enunciate clearly. Bear in mind that a telephone distorts certain sounds.

6. Be ï¿½upï¿½ in your voice. A monotone lacks enthusiasm. Smile as you leave your message.

7. Modulate your volume. Too loud is irritating. Too soft canï¿½t be heard. Donï¿½t cradle the phone

between your neck and shoulders.

8. Monitor your tine. Avoid sarcasm and irritation if you want your call returned.

9. Avoid telephone tag. Give the recipient options as to when you can be reached.

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10. End with the telephone number. Say your number two times slowly.

When used properly, voice mail can improve communications dramatically. Be sure you use it to

improve communications, and not to avoid communications. You should answer your phone

whenever you are available. After all, if callers are constantly answered by voice mail, they will

suspect that you are avoiding your calls.

No Voicemail = A Missed Opportunity

Leave a voicemail? Don’t leave a voicemail? This is a question that sellers are passionate

about. Many suggest not, but isn’t that a missed opportunity?

I always leave a message because how else will they know that you want to speak withthem? In today’s world where it’s acceptable to screen calls, you may never reach

your prospect if you don’t. Add to it that a message allows a prospect to hear your interest

in talking with them and your professionalism.

So why not do it? Take advantage of the 40 seconds or so to grab attention, leave a

positive impression, and start relationship building.

Here are a few tips to increase your success rates.

Have an idea to go with the triggering event. The core of your message should be abouta triggering event or business issue they’re most likely grappling with. Don’t talk about

your offeringsor the latest special deal. Focus on their issue and mention that you have

some thoughts or an idea about how to address it based on work you’ve done with similar

companies. It’s the opportunity to get a new idea that’ll make them want to speak with you.

Request a specific time. Don’t stop with a request to call you. You’ll end up playing phone

tag, and they probably won’t take the time to type in your email address even if you leave it.

Instead, make it easy to connect by requesting a specific date and time to talk.

It sounds something like this:

I wanted to schedule 15 minutes to discuss my idea with you. By chance are you open

Thursday at 2:30? Let me know. My phone number i s 303-773-1285 o r email me at

[email protected]. I look forward to our discussion!

Do it again via email. Clearly you aren’t expecting a response. Picking up the phone during




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a busy day is hard. If you have your prospect’s email address, promise to send an email “in

case that’s an easier way for you to respond.” Then send an email that says the same thing

as your voicemail, including the time to talk. Don’t attach anything or include any additional

links beyond what you have in your signature. Keep it concise and to-the-point.

If you don’t get a response, call Thursday at 2:30, further demonstratingyour professionalismand interest in talking with the prospect. Leave a voicemail that you’d

promised to call and reiterating what you wanted to talk about. Suggest a new time to talk

and do it all again.

Switch it up. In today’s environment it can take 9 times to get a return call so don’t get

discouraged. After the third call approach the gatekeeper to schedule a time scheduled on

the prospect’s calendar. Use your value proposition and let his assistant know you just

wanted to share your idea.

The secret to success with this approach is to have real ideas to share about how to helpyourprospect address the business issue you mentioned. When you do that,

your prospect is glad he took your call. He appreciates the value you provided. If all you do

is spew on about your offerings, you didn’t meet your commitment from your voicemail and

you’ll never get a second chance.

Simple Strategy for Getting Past Voice Mail When Cold Calling

Many people are frustrated with voice mail. It seems like an impenetrable wall between you and your

prospects. It often seems the harder you try, the more voice mail you get to.

You have two choices:

1. Hang-up, dial someone else and try again later. Or...

2. Leave a meaningful message when you hit voicemail.

To hang-up, dial someone else and try again later, is often preferred by experienced telemarketers,

but I think that it is a poor strategy. Essentially every call you make without leaving a message is





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wasted productivity. If you only hit 4 out of the 10 people you call, this means 60% of your time is

wasted.

Leaving a meaningful message when you hit voicemail, for my money is the preferred strategy. We all

have to learn to deal with voice mail. It is a fact of life.

The challenge for most of us is leaving a meaningful message. There is no sense in the kind of message

most of us get on our voice mails. "Hi, this is Joan Smith, I am calling to let you know about our

customer satisfaction measurement services and to see if we could set up a time to meet." This kind

of message will result in an extremely small response as there is no implied benefit, no reason for the

listener to want to speak unless they are actively looking for those kinds of services.

Like it or not you have to prepare for voice mail before you hear the message. It is worth scripting

something that you can say, without sounding scripted.

Here is another strategy you can use when you're cold calling and get a voice mail message instead of

reaching the prospect.

1. Prepare the message that you will leave. Think of a question that you would like your prospect toanswer.

2. Leave a a non-salesy message with the question to which you're trying to get the answer. e.g., "I

wanted to know if you have a current will? " or "I am following up to find out if you are happy with

the number of leads you get from your web-site?". The key in sounding non-salesy, is to position it as

a customer service question and to make sure your tone is like that of a service person, not a typical

telemarketer.

3. The next step is to get the e-mail address or fax number of your prospect. This is a lot easier than

you might expect.



Most times simply pressing "0" will get you to an assistant or the operator. When you connect with

someone say, "I just left a message for Dennis Roberts and I need to e-mail some additional

information to him. Would you be kind enough to give me his e-mail address/fax number please?"

Most of the time you will get one or the other.

4. Send the same message that you left on the prospect's voice mail, via e-mail or fax. This ensures

that the prospect gets the message from two sources and connects the two. It also positions you as

being serious abut making contact, without being overly aggressive. Sometimes you will get an e-mail

response and can begin your dialog that way.

5. A certain number of people will not respond, but don't worry. If you don't get a response in two or

three days, simply call again.

Some recent research shows that on average it takes 8.4 attempts to set up an appointment with a

new prospect. Most people give up after 2 attempts. If you use the above strategy, you end up with

two contacts for every attempt, thus shortening the cycle. You may not get through the first time but

you will certainly be more likely to get through in the end.

Be creative, there are no written rules, so make your own. The key is to remain positive and helpful in

all your calls

Hidden Secrets to Crack the Voicemail Gatekeeper

Voicemail is perhaps the hardest gatekeeper to get past in the SMB market space. Executives play

many roles and have little time for sellers. They use voicemail as their screening tool and you need not

only a great message, but perseverance and creativity to crack through. Try these secrets to reach

your top SMB prospects.

1. Leave a voicemail every other day. It’s basic but effective and many of your competitors aren’t

calling anymore. Too many sellers feel voicemail messages make it easy for an executive to ignore

them, so they send emails only. But if you don’t leave a voicemail, how does the executive even know

you are trying to reach him? Email doesn’t replace voicemail where the executive can hear your

interest and passion. Not sure what to say to catch the executive’s interest?



2. Suggest two dates and times you might have a 15 minute conversation. Tell the executive you

will hold the times on your calendar – and do it.

3. Use the 3 Cs in an email. Recap your voicemail in an email. Make it compelling, consultative,

and concise. Demonstrate your attention to detail by including the times you suggested to talk.

4. Call anyway. Book the times you suggested on your calendar and unless you hear from the

executive, consider it an appointment. Follow-up at the exact times you mentioned to demonstrate

reliability. Let the executive hear your interest in speaking with him, your professionalism, and your

message. Suggest another time to talk, and continue following up.

5. Use Microsoft Outlook’s calendar and send an invitation for the two times you suggested. This

is one of my favorite ways to connect to executives. Many companies today use Outlook to maintain

their calendars. If you use it as well, turn it into an opportunity to schedule an appointment. I’ve had

executives who accepted a calendar invitation without ever speaking with me because my message

was compelling and timely. Some sellers who hear this are worried about the executives who don’t

use Outlook. When you send an Outlook calendar invitation to someone who doesn’t use it, the

invitation simply comes through as an email with the subject, date and meeting time request. If it

concerns you, mention in your email that you also will be sending two Outlook invitations in case that

is an easier way to respond.

6. Find the executive on LinkedIn and send an invitation to connect. If you aren’t using LinkedIn,

get connected and start networking. This is a hidden gem more sellers are employing for networking

and relationship building. And isn’t that what you’re trying to when you place a call? When an

executive receives a request to link to you, he’ll know you are serious.

7. Call Sales and ask for an introduction. Sales reps understand your position. With a compellingmessage, they will answer your questions, suggest needs you hadn’t thought of, and may stop by the

executive’s office and tell her about you.

8. Send follow-up emails every 4 business days. Email is an easier response mechanism for

executives and if your message is strong, including business results that are a priority, he will accept a

meeting eventually. Don’t forget to continue your voicemails.

9. If you reach an assistant, use your compelling opening and ask for 15 minutes on the

executive’s calendar. Remember, an executive’s assistant knows the executive’s business priorities

and can quickly admit, refer or drop you.

10. Call 9 times or more – enough that the executive knows that you feel you have a compelling

message and are passionate about speaking with him. One seller I know doesn’t stop at 9. He calls

until he reaches the executive personally to get a response.



For any seller working in the SMB market, being able to successfully break through the voicemail

gatekeeper and get the executive’s attention is mandatory. It will take some patience and persistence,

but the time you invest will help you gain executive access putting you light years ahead of making a

blind cold call.

How to Make Cold Calling Opportunities Out of Voice Mails

Most people who still use the traditional cold calling mindset look at voicemail as a dead end. They

say to themselves, “Oh well, I may as well leave a message and hope he calls me back.”

This almost never happens, and we know it. But we’re often so relieved not to have to talk with

someone, that we leave a message anyway. We avoid dealing with another person’s potential

negative response to us and we avoid being challenged by the receptionist as well.

By the time the day is over, we might feel good because we’ve played the “numbers game” and made

a lot of calls. But our productivity has been minimal. And over time that can make us feel frustrated

by our experiences in cold calling.

With the new approach to cold calling, voicemail is an opportunity for discovery. It leads us beyondvoicemail. Voice mail becomes a starting point for you begin the process of locating the person you’re

trying to contact.

Our objective is not to pursue people to make a sale in this new way of cold calling. It is to uncover

the truth of their situation and to be okay with the outcome, whether it’s a “yes” or a “no.”

So we can begin to feel more comfortable hitting “0” when we get someone’s voicemail. Because we

then have an opportunity to go back to the receptionist and begin a dialogue based on asking for help.

Here’s how the dialogue might go:



“Hi, maybe you can help me out for a second? I’m trying to get hold of Mike and I got his voicemail.

Would you happen to know if he’s at lunch, or on vacation, or in a meeting by any chance?”

Here, you aren’t just asking to find Mike. And you’re also providing possible solutions to finding Mike.

This helps the receptionist feel as if he or she is part of the problem-solving process.

The receptionist is likely to offer one of two responses. The first is, “Yes, he’s in a meeting (or at lunch

or on vacation) and I’m not sure when he’ll be back at his desk.”

This answer has just given you a lot more information than you would have if you had just left a

voicemail. Now you know your contact’s whereabouts in real time and you can

call back at a more appropriate time.

The second response is, “No, I don’t know where he is.” In this case, you would reply, “That’s not a

problem...” This low-key statement diffuses any possible pressure that the

receptionist might be feeling about not being able to answer your question.

You can then continue with, “Would you happen to know anyone whose desk or office is near him or

who works in his area who might know where he is?” Again, you’re offering another option for solving

the problem. In many cases, the receptionist will then transfer you to a colleague of your contact who

can help you determine his or her whereabouts.

The receptionist may also reply, “No, I don’t know anyone in his area.” You then say, “That’s not a

problem...” and offer, “Would you happen to have a paging system or his cell phone number by any

chance?”

If the receptionist replies, “Sorry, we don’t have those,” then at that point you can say, “Thank you

very much. I really appreciate your help. And then hang up, and call back another time.



Does the idea of paging potential clients or calling them on their cell phone make your stomach clench

up? Are you thinking that you can’t cold call people that way because they might reject you?

That fear is only to be expected if your agenda is to sell something to the person. In other words, if

you’re still using the traditional sales mindset. But once you master the new cold calling perspective,

you’ll feel comfortable calling anyone, any time, using any mode.

As long as you’re 100 percent focused on your potential client’s world, you’ll find that people will be

receptive to you. You can easily navigate throughout an organization with the type of dialogue

described above, because you’re asking for help in a relaxed manner and you never put anyone on the

spot.

Suppose that your efforts to locate your contact in this way fail. At that point you can leave a

voicemail, but it should always be your very last option. Here’s an example of an appropriate cold

calling voicemail:

“Hi John, maybe you can help me out for a second? I’m not sure if you’re the right person or not, but

I’m trying to reach the person responsible for reporting problems about unpaid invoices. My name is

John Edwards, my number is...”

Try this way of approaching the situation of voice mails, and you’ll be surprised and pleased at how

often it becomes a highway instead of a dead end.

To your success,

7 Ways to Follow Up Persistence without Being a Pest

The communication game is changing faster than we can keep up with it. It used to be that we could

send an email and expect a response in a day or two. We could send a voicemail and assume that if

we got no response in three days they weren’t interested . We even trust that the good old USPS

paper mail delivery the USPS would deliver in 2 days local and 5 days cross country.



Now we don’t know if the message was even delivered. Even with good spam filters, seemingly

reliable voicemail, and USPS it seems more stuff is delayed or lost. There is a local municipality that I

routinely have clients tell me they got a letter or invitation I sent three weeks later. Several people in

the same area report the same thing, so I know it’s not just ignoring the mail. Em ails get lost in the seaof daily incoming backlog. And even voicemails occasionally take hours to get through.

Our communication systems are generally so reliable that we take for granted they are working. But

sometimes they don’t and that’s why you need to follow up if you want to make the sale, provide

good service, or just stay in touch. But how do you draw the line between peristence (looking

virtuous) and pest (looking desperate or unprofessional)?

Here’s 5 ways to be persistent without appearing a pest.

1. Don’t assume that someone is not interested just because they don’t call you back. I have had many

instances where I reached someone on the fourth try, after leaving three voicemails only to have

them thank me because they didn’t get back to me yet. More than likely those people went on to do

business with me.

2. Follow up important emails, incoming or outgoing, with a voicemail. These days people have three

or four email accounts beyond their primary one. Sometimes they don’t check those secondary

accounts for days. So you may have sent it to a slow response email box (which may have been the

primary when you wrote it down originally).

3. Sadly, the same goes for a fax (yes, people do still send those). Just becasue you got a confirmation

that the fax went through, they may not have gotten it. Fax machines are in distant rooms. The faxes

get picked up inadvertantly by someone else. Sometimes it’s sitting in memory waiting for paper. So

call and leave a voicemail saying that you sent it.

4. Leave more than one voicemail. We think voicemail is reliable but it seems to be getting less so as

time goes on. When someone asks a question and you want to answer, but you only get their

voicemail, leave a message. Try every couple days and leave another voicemail. Make sure the span of



time is more than a week because the person may be traveling. If I really want to talk to the person

and let them know I’ve been following up, I’ll call at different times of the day.

5. Tell them that you value being reliable and that’s why you are following up multiple times. Say

something like, “I pride myself in being responsible so I am trying again. If you have already gotten

your answer and don’t want me to follow up, drop me a voicemail or email.” It may seem obvious to

you that you have a high level of commitment just because you did follow up, but stating your

commitment is much more powerful.

6. Keep it light and use it as a way to build a better relationship. Say something friendly like, “Hi, I was

just trying to get back to you and get your questions answered so I thought I’d try again.”

7. I try to leave no more than four voicemails before switching to one or two emails and vice versa.

Sometimes switching communications gets the response. The book “The 22 immutable Laws of

Marketing” claims that the true battle for territory is the battle to position yourself (the brand called

“you”) skillfully in the front end of the clients mind. I try to make part of my brand “persistently

reliable” because most of my clients and friends are as busy as I am.

Secondly, 80% of sales are made after the fourth contact, so don’t be part of the 73% that stop after

two contacts. See my other blog Follow up is Free and Profitable on that topic.

So what are your thoughts on rules of thumb you use in follow up?

Voivemail Research 031912

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Transcript of Voivemail Research 031912