How to Make a More Effective Business Voicemail

Voicemail is sometimes the first form of business communication when making a new contact. You want to make sure you give the right first impression. Try to avoid these pitfalls when making that important first contact:

1. You don't say your name clearly. This is probably the first mistake everyone makes. You might be familiar with your name, but don't think that your prospective client will know who you are. The biggest problem comes when you say your name too fast for them to understand you, making subsequent contact very awkward when they don't know what to call you. With that in mind, slow your speech when speaking your name. Speech experts suggest putting a noticeable pause between your names so the phrase registers in the listener's mind.

2: You don't have a descriptive name for your business. (This problem has become particularly prevalent since the dot-com age.) Unless you happen to work for a company known all over the world, chances will be good that your prospective customers won't know the name of your company off the bat, or what you can offer them. This doesn't have to be a big issue, if you don't let it; just as you did with your name, speak the name of your business with care. If the name doesn't explain your business, let them know what it's all about.

3. You don't give a clear reason for calling them. While it's true that, in the past, friendly introductions with no other purpose have served to open the lines of communication, these days no one has the patience for such formalities. They want to know who you are, why you're calling and why they should care...and they want to know right now, not on the third call. So tell them why you're calling, and what benefit they'll receive for listening.

4. You have no personality in your voice. A hurried voicemail with no human quality to it won't be as easily received as a well-planned, kinder voicemail. Keep in mind that people still want to connect to a person on the other end, and having that human quality in your voice will go over much better with prospective clients. If it helps, try smiling when recording your message. As crazy as that sounds, your voice will reflect the facial expression. Even if the person on the other end can't see it, they'll be able to hear the softer tone.

Although you might not be able to become the guru of voicemail, with some time and effort you will definitely notice a change in your messages.