Telling the truth about SME life today

Examples & Ideas for Business Voicemail Greetings

Examples & Ideas for Business Voicemail Greetings

Using voicemail is one efficient means of filtering communication in the workplace. It also gives your business a positive impression to callers when you are unable to take their calls. 

In this article, we will look at some of the beneficial ways you can use voicemail greetings in your business.

What Is A Business Voicemail?

A business voicemail enables your business to smoothly manage and direct all calls that come through your business. A voicemail box is set up and this digital technology functions as an automated responder or assistant that records and stores all messages which your business receives from current or potential clients and customers or any other type of calls. This means that all calls will be answered and routed even though staff may be unavailable at the time of the call.

Using business voicemails is a great advantage to your company, allowing an efficient way to direct every call to the right department. We should further add that you can quickly forward and even screen incoming calls, thus, handling every call that comes through in a professional manner.

Indeed, business voicemail is an asset that every business should utilise if they are serious about strengthening customer relations and solidifying business operations.

Benefits Of Using Voicemail Greetings

  • You can customise business voicemail greetings to make it easy for your customers to send a message directly to the person they want to get in touch with. A personalised greeting also confirms that people have called the right business.
  • A business can record a general voicemail greeting to inform callers of special upcoming events or promotional sales.
  • Business voicemail services are quite straightforward and you can contract providers to handle the setup process.
  • Business voicemails come with a variety of features and options that cater to all types of businesses, from small to large enterprises. You can ask your service provider to include music in the setup. Request to have a message tracker feature installed to readily know how many messages are currently in the system and how many slots are left.
  • Most telephone systems now use voice-over IP technology. Voice over Internet Protocol delivers communications over the Internet, thus, allowing you to install telephone systems and access them from any place that has an Internet connection. You can have the convenience of accessing business voicemail messages wherever you may be and without delay.

Simple Message Recording Tips

As you customise your business voicemail greeting, “short and sweet” is the way to go. It’s important to state your name and your company name. End with a prompt for the caller to leave their name, contact information and their message.

You can include essential information that would be greatly useful to your callers. This may be your company website, for them to find out more about your company. Share your business hours so they can make a follow-up call at the right hours. Alternatively, direct them to call a different number or give them the option to send an email message instead.

Consider these tips so you can record a business voicemail message that not only sounds professional but also provides help and guidance to your callers.

Why Use Business Voicemail?

  • Having a business voicemail is a great tool that enables callers to leave a short message even when staff is unavailable.
  • Recording a business voicemail lets you give callers a clear and consistent message at all times. This is highly beneficial during busy times or when you’re occupied with so many things, saving you from panic and mental blocks.
  • Business voicemails can step in and fill in especially when your receptionist is away or when you do not have the resources to hire one.
  • Business voicemails let your clients leave messages that you and your staff can later respond to at your convenience. You no longer have to miss important calls because you or your employees were unavailable.
  • With business voicemails, you can discreetly effectively screen calls. As you listen to the messages, you can determine where to direct valid calls and you can disregard spam and scam calls.

From these considerations, we understand that using all the helpful features of business voicemails is great for small and large businesses.

Why Does Your Business Need Professional Voicemail Greetings?

If you want to keep up with the world we live in today, then seriously consider having a professional business voicemail greeting. You may have a small business. You may be highly engaged in a profession. Whatever the situation may be, professional voicemails done right will enhance the way that customers think of you and your business or profession.

We know the value of first impressions and how crucial it is that you connect positively with clients and other stakeholders. Furthermore, much is required of professionals and business people if they are serious about building their client base and ensuring client retention.

Since your customer will probably get to hear your business voicemail first, you would definitely want to create a business voicemail greeting that helps your caller and allows your caller to capture the essence and personality of your business or brand.

Here are a few examples of business voicemail greetings: 

  • “You have reached M Hughes Company. Sorry, we are unable to take your call. Please leave your name and number after the tone and we will give you a callback as soon as possible. Thank you.”
  • You have called Be Good Corporation. Your call is important to us. Please stay on the line and one of our customer service representatives will attend to your call shortly. Thank you.”
  • “Thank you for calling Triple A Consultants. We are ready to help with the growth of your small business. Please leave your name and contact number and our team of experts will be in touch within 24 hours.”

Create a positive impression by recording polite and warm greetings for your current and potential customers to hear. Doing this will increase your chances of keeping your customers and help you attract new business for your company.

Ideas To Help You Record A Great Direct Dial Voicemail Greeting:

  1. Keep your greeting short and sweet. Limit the voicemail message to 24 seconds max. Your goal is to provide your callers sufficient time to leave their messages without feeling disregarded or rushed.
  2. Say your name and your business name in a clear tone. Be concise. Provide your customers with alternative phone numbers so they have options for reaching you.
  3. First impressions are important, so record a warm and friendly voicemail greeting. Let your caller sense a feeling of importance as they listen to your pre-recorded message.
  4. Remain professional even as you record your personal voicemail greetings. While you may only be expecting calls from family and peers, unexpected calls may come through. That’s why it’s important that you use a professional tone at all times.

Short voicemail greeting examples

  • Hi, it’s [your name]. Sorry, I can’t answer your call at this time. Feel free to contact me via email and I’ll give you a callback when free. Thank you.
  • Hi, it’s [Your name]. I’m sorry, I can’t answer your call right now. Please leave a message and I’ll call you back as soon as possible. Thanks.
  • Hi, this is [your name]. Please leave a message after the tone and I’ll call you back as soon as possible. Thank you!
  • Hi there! It’s [your name]. Sorry, I can’t speak with you right now, but please leave a message and I’ll get back to you as soon as possible. Thank you.

Getting Voicemail Greetings Right

For most of us, talking on the phone is a basic and necessary task, even though it can be highly stressful, especially when you are finding it difficult to talk to someone about something that’s urgent.

Phone communication can take up a lot of one’s time. The whole process can be overwhelming as people need to leave a message and then wait for a response. Plus, there’s the matter of recalling previous conversations and messages in order to gain a better understanding and context of everything that has transpired. Thankfully, business voicemail messages can help ease this process for you.

Firstly, it is highly important to leave a clear and concise message on the business voicemail box. Clearly identify yourself and state the reason for your call. Don’t make the mistake of speaking too fast. Give enough pause as you record your message so that the business can easily understand your message and respond accordingly.

As you end your message, emphasise or repeat the primary points. This allows the staff member to accurately note important details and rightly direct your call or respond to your query.

Make Your Voicemail As Helpful As Possible

For most callers, it’s frustrating to hear general and long-winded voicemail messages, especially when they’re trying to call a particular person or department in the company.

For instance, it’s not really helpful to hear a message that says, “Hello, you’ve reached XYZ Corporation. We are currently closed. Please leave your message and someone will call you as soon as possible.”

General messages such as the one previously mentioned fail to give any useful information or helpful guidance. On the other hand, a useful voicemail message would be similar to this:

“Hello, you’ve reached 123456. This is Matthew S and I’m currently unavailable. Please leave your name and contact number with your message and I’ll give you a call as soon as possible. Thank you.”

This type of voicemail message recording provides more information to the caller and lessens the chances of them becoming frustrated with your business. That’s why you should remember to avoid generic voicemail messages and record a specific and informative greeting so that callers can be assured that their message will reach the person they’re urgently wanting to contact.

Setting Up A Voicemail For When You Are Away

Another important matter to consider is to edit your voicemail messages to suit special events or dates. For example, you should note upcoming training days, scheduled leave periods and holidays such as Christmas or New Year and change your voicemail messages accordingly.

Doing this lets your caller know how long you’ll be away and when you’ll return. You can also inform them how to contact you in case of emergencies.

Now, if you’re unsure about how to record these special greetings, read on for some suggestions:

  • Keep it clear and concise; short and sweet. There’s no need to give them the whole story about your upcoming holidays, leave or training. Focus on informing your caller what date you’ll be back and how they can notify you of an emergency.
  • Holiday voicemail greetings should be warm and cheery. Spread the joy and wish your callers a great holiday season. Every listener will surely love it and be touched by your personalised greeting.
  • Give clear expectations to your callers, letting them know if you’re unable to check messages right away. If they are aware that it could take some time before you can respond to their messages, there is a lesser chance that they will get frustrated as they wait for you to get back to them.

Consider these helpful suggestions as you create a voicemail greeting that will provide understanding about your training days or spread cheer during the holiday season!

Don’t Forget These Important Tips

Your website is an essential expression of your business or profession. Your online presence captures potential clients who are looking for more information about the products and services you provide. Company websites that are designed well are able to create good first impressions for online guests. With your website, you can generate leads and close sales.

In addition to a company website, a modern phone system that has a business voicemail feature can provide greater support to your sales and customer support endeavours. So remember to include your website address in your voicemail greeting. Doing this will give your customers another avenue to connect with your business and find the information they need, even if they are unable to directly speak with you or your staff on the phone.

Just remember to make regular updates to your web pages so that all information stays current and relevant. Update staff and department contact details so that people can know who they need to contact and how they can contact specific people or departments directly.

If you provide alternate contact numbers in your voicemail greeting, you can provide callers with more options of finding a resolution to their queries. This will surely create a good impression of your company and give your callers a positive experience during phone calls, even if they are unable to talk with you or your staff directly.

Summary

It may seem a bit challenging to record a business voicemail greeting. But just remember what’s important and essential. First, record your greeting in a clear, steady and unrushed manner. This way, the caller can readily understand your greeting and know for sure that they have called the right number.

Now that you’ve learned new ideas and ways to choose and create business voicemail greetings, apply those learnings straight away. Remember to keep it professional and informative. And don’t forget to remind your callers to provide clear and complete contact information so that you can return their call.

In this article, we also covered everything you must consider in order for you to create a positive experience for your phone callers, whether they be current customers or potential clients. Remember to customise and edit your current voicemail messages to account for special events such as holidays and leave periods. Doing this quickly sends holiday cheer their way while informing them how long it could take before you could return their call.

Trending

Related Stories

Most Read

Trending

If you enjoyed this article,
why not join our newsletter?

We promise only quality content, tailored to suit what our readers like to see!