Do not act like it is a chore or insinuate by your tone of voice that you would rather they just call back. If you receive a call for someone who cannot come to the phone, let the customer know you are happy to take a message. Don't act as though you are in a hurry and can't be bothered to take their message. When questioned, the 60% admitted that they feared the message would be inaccurate, incomplete or simply not relayed at all.ĭon't let others think this about you! Take the extra time to write the message correctly and let the caller know you will make sure their concerns are addressed properly. This is an alarming statistic, but reflects the prevailing opinion that many people aren't good at taking messages. If customers call on a Friday night, they will appreciate hearing, "…I will return your call on Monday, as our offices are closed for the weekend." This way, they don't wait around on the chance you might call Saturday.Īlmost 60% of customers surveyed reported they would rather leave a message on voicemail or an answering machine than with a secretary, receptionist or another customer service representative! You probably do not have to do this, but it is a good idea to record a different message over the weekend or whenever you will be away for an extended period of time. Some customer service representatives record a new message every morning, particularly if the date is essential in their message. Remember to change your voice mail message regularly.
Mail call voice mail professional#
Business voice mail should be professional and respectful. Although it is tempting to be "cute" or creative when you record your greeting, reserve those messages for your personal voice mail. It should be to the point, letting them know they have called the right place and when you will handle their situation. If your customers go to your voice mail when calling, they should hear a crisp, clear, professional message that gives all of the information they need. Some of today's better voice mail systems have an automatic feature that keeps recording until the caller stops talking or hangs up, which is ideal: no wasted dead air, and plenty of time to get their point across. You do not want too much "dead air," but if your customers are consistently being cut off mid-sentence, you need to rethink your settings. Programming the time on your voice mail system is tricky. There is a fine line between enough time for a detailed message and so much time that callers start rambling. The most common complaint about voice mail is that it often does not allow enough time for callers to leave an appropriate, detailed message. Voice mail ensures accuracy because it is an exact recording of what the caller actually said. If they cannot afford to wait on hold indefinitely or continue to try to call you throughout the day, voice mail gives them the opportunity to leave a message and let you return their call. Many people will tell you they hate leaving a voice mail message, but they will also admit that, without it, not much would get done.
With the high volume of calls many customer service centers receive daily, it is virtually a necessity to have voice mail these days.
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