The Corporate Logo: sales boosters

VOICE MAIL VICTORY

by Mark Hunter

THESE DAYS, distributors can end up talking to more voice messaging systems than actual people. While leaving a message can be an effective way to remind customers you value them, it also has the potential to close the door to future business. Brush up on these tips to ensure your voice mail etiquette is as polished as your closing line.

• If your goal is to get the phone call returned, don’t leave enough information to allow the person to make up their mind. Leave them with only enough information to return the call.
• Repeat your phone number twice. If the person can’t write your number down quickly, you’ve given them a perfect reason not to call back.
• Use the person’s first name at least twice in the message. Don’t use their last name, as it may give the impression you have no relationship with them at all.
• When giving your phone number, add a slight pause between the prefix and the rest of the number to allow the person writing the number to catch up with you.
• When leaving your phone number, do not leave your Web site address. This will only give the person an opportunity to make a decision about you without calling you back.
• Never ask the person to call you back at a certain time. This only provides the person with an excuse not to call you.
• Never state in the message that you will plan to call them back. Again, this only gives the person an excuse to ignore your message.
• The best hours to leave voice mail messages are from 6:45 a.m. to 8:00 a.m. and from 4:30 p.m. to 6:30 p.m. Aggressive people are usually working during these time periods, and the person receiving your message potentially will view you as one.
• Voice mail messages are an excellent way to introduce yourself to a person. Be personable, yet professional, and link your message to something of interest to the person you are calling (such as another person or event). The recipient may view your message as a waste of time if you have no purpose other than getting your name in front of them on their voice mail.
• When leaving a message with multiple points, be sure to state up front how many points you will be making. This will prevent the person receiving the message from accidentally fast-forwarding or deleting the message before it is completely heard.
• If you can’t say it briefly, don’t say it at all. Voice mail is not “story time.” Leaving a long message is an invitation to have the entire message skipped.
• If your goal is to get the voice mail returned, add a “call to action” by providing a key date or something of interest that will encourage the person to return the call.
• Leave a “P.S.” at the end of your message. A “P.S.” is a very quick statement about an additional piece of information that will connect with the person.
• As a way of connecting with the person, refer to a mutual acquaintance in your message. (Caution: Make sure the recipient thinks positively of that person!)

Mark Hunter, “The Sales Hunter,” is a sales expert who speaks to thousands each year on increasing sales profitability. To receive a free weekly sales tip via e-mail, contact “The Sales Hunter” at mark@thesaleshunter.com or visit his Web site, www.thesaleshunter.com.