It’s so important to follow good telephone etiquette when talking with your customers on the phone. Whether you realize it or not, you are leaving an impression. But what about when you aren’t able to answer the phone? When you can’t get to the phone, your professional voicemail greeting leaves a big impression.
Is your current voicemail message a quick, “You’ve reached [blank]. Leave a message”? Not good. Read on and by the time you’re through with this article, you should have a perfect, professional voicemail greeting for your business.
Why do you need a good voicemail greeting?
- A quality voicemail greeting establishes your professionalism. Even if you’re a small business, people are instantly comparing you to larger companies with greater resources like an automated phone system. If they call and your greeting is awful, it gives your business a bad look (or sound).
- It prevents you from losing prospects. An important customer with a big job may have been on the other end of the line while you were on a job site or in a meeting. Don’t lose out on these opportunities. A detailed greeting letting people know when you’ll return their message can buy you some time before returning the call.
- It keeps existing customers happy. When customers feel like they aren’t a priority, they get frustrated and eventually realize they can find someplace better. Avoid this scenario. Make sure all of your business’s communications (including your voicemails) let customers know how important they are.
- A professional voicemail greeting provides quick information like store hours. Some people may only be calling for quick answers like what time you’re open until. Including this at the beginning of your message controls the volume of your calls, gets customers the answers they need faster, and hopefully brings people into your store.
What should you include in a professional voicemail greeting?
Make sure you cover all of these bases when you script your greeting:
- Include a polite greeting
- State your business name
- Invite your customer to leave a message
- Indicate when a person can expect their call to be returned
- Include any important information like office hours
- Include information that should be in the message your customer is leaving
Here’s a quick script you can use for your professional voicemail greeting. Simply paste in the right info and customize as needed.
“Hi, you’ve reached [business name]. We’re open Monday to Friday 9 – 6 and Saturdays and Sundays from 12 – 4. We’re in the office today, but away from the phone right now. Please leave a detailed message with your name and number after the beep and we’ll get back to you as soon as we can.”
If you’ll be out of the office for an extended period of time, record a message with the necessary information before leaving the office.
“Hi, you’ve reached [business name]. We are closed for the Thanksgiving weekend and will be back in the office on Monday, November 25. Please leave a detailed message with your name and number after the beep and we’ll return your call then.”
Voicemail greetings don’t have to be long or painful. Give the caller the information they need clearly and concisely. And above all, sound friendly.
When should you consider an auto attendant phone system?
Once your business expands to include several employees or your call traffic reaches an unmanageable volume, you can either hire a receptionist or get an auto attendant phone system. With an auto attendant phone system, callers hear a menu of options that’ll help them reach the right person within your company.
Until then, it takes less than ten minutes to whip up a professional voicemail greeting. Make it count.
The SmallBizRising Blog is designed to be an educational content hub pulling information, best practices and practical advice for the small business owner and features topics including accounting, marketing, technology and more. Be sure to subscribe to stay up to date with new content as it is posted. The blog was created by The Neat Company and receives contributed content from a group of contributing companies that provide technology, services and solutions to small businesses.