How to create a polished voicemail

I am often called by people who are concerned that they are not communicating effectively in business. They worry about not presenting themselves well, they don’t project their voice, and they tend to speak too fast. However, they forget about the phone. When I call his voicemail to leave a message, I can’t even understand his name. The following tips will help you create the perfect voicemail.

Keep it short: The ideal voicemail greeting should be no longer than twenty to twenty-five seconds. This is especially important in light of the fact that there are most likely many people calling repeatedly who would rather not hear a long hello every time they call.

Eliminate background noise: While you may not notice the noise around you in your workspace, background noise such as the ringing phone, chatting co-workers, or a noisy heating system will be very noticeable to the caller. In addition to looking unprofessional, this background noise can make your greeting difficult to understand. Find a quiet place before recording your greeting.

Project your voice: Many people don’t realize how important it is to project their voice onto the phone. Be sure to breathe from your diaphragm to project a strong and confident voice.

Practice: To create the smoothest possible greeting, write what you want to say ahead of time. Then read it out loud several times before recording, so that you can say the entire greeting without stumbling or taking unnatural pauses. Most smartphones have a voice recording application. Use it to practice until you are satisfied with the results.

Your message should contain the following elements: A greeting that includes your name, company and title; a brief statement that you cannot answer the phone at this time; a request for the caller to leave a message; and if possible, a way to receive immediate assistance if needed (for example, a secretary, receptionist, or alternate department).

Slow and clear: The most important thing is that you speak more slowly and clearly than usual. Your first and last name must have a pause between them. Make sure the caller can understand your name and company name. This is often the first step to getting to know you. You want to make sure you leave a positive first impression.

It doesn’t matter how well your greeting is worded if no one can understand it!