If you plan to utilize voicemail for your business, it’s important to create a greeting that is interesting and grabs your callers’ attention. Here are some of the best practices we recommend when using custom greetings.
Tell callers who you are.
It seems obvious, but it’s critical information. Leave it out, and you run the risk of the caller being confused and then hanging up.
Keep your greeting short.
This is more important now than ever before. Keep your greeting brief by providing your name and asking the caller to provide whatever details you need. Finally, let the caller know when they can expect to hear from you.
Plan out your greeting ahead of time.
Writing out what you want to say helps to commit that greeting to memory, allows you to speak with authority and helps build confidence.
Watch out for background noise.
Extraneous noise is distracting and makes you sound unprofessional. Find a quiet room in your home or lock yourself in your office and record away.
Get more creative.
The standard greeting – I can’t answer the phone, so leave a message and I’ll call you back – is so overused that callers almost don’t hear it any longer. Instead, try something that will intrigue the caller to listen to the beep and beyond. Here are a couple of ideas:
- This is Sue with Smith Accounting. It’s makes my day that you called, but I’m super busy counting numbers. Leave your name and tell me the name of your favorite TV show, and I will get back to you ASAP.
- Hi, there! You’ve reached Daryl with Bug Busters. Scream at the beep if there are roaches climbing your walls – we’re ready to be on the case. Don’t forget your name and number, too. I will be in touch within an hour.
- Need a taco party in a rush? Just want to chat? I’m Lourdes, owner of Mi Vida Taco truck, and I’m happy to help you. Leave your name and number and I’ll call you back before we close.
These examples are engaging and don’t follow the typical voicemail format. Asking questions of your caller indicates the information you want to know in addition to their name and number. Creative voicemails are also much more likely to drive a caller to listen all the way to the beep.
Smile when you record your greeting.
Voicemail can be so drab. One easy tweak: smile when you talk. Think about something fun that’s in the near future or that hilarious thing your friend told you about. Then hit record.
Change your greeting often.
You want your business to appear fresh. If you use your voicemail to share promotions or if you travel frequently, you need to change your greeting to reflect current information.
Name each recording clearly.
As we mentioned before, audio files are easy to confuse if they aren't labeled something recognizable to you or the other users in your phone system. Make sure to give each greeting a name that is clear and easily understood.
Provide greeting guidelines to users.
Tresta users have the ability to create their own customer greeting for voicemail, however, if you want to present a more unified sound, we recommend giving others a script to follow. This reduces the risk of someone creating an inappropriate greeting.