You can learn a lot about people just from the outgoing messages they leave on their voicemail. A simple “Hello,” followed by, “I’m not in right now. But you probably don’t want to talk to me anyway,” can tell you a lot about a person’s self-esteem. On the other hand, an outgoing message featuring the sound of a barking Doberman pinscher, like “The sound you hear is the barking of our killer Doberman pinscher, Wolf. Please leave a message after the tone,” might suggest security concerns. While most of us don’t lay our personal quirks quite as bare for the world to hear, people can discern a great deal from the subtext of our voicemail greetings.
Not long ago, Leil needed to hire a graphic artist for a project with one of her exceedingly conservative clients. She decided to contact Mark, an artist whose work she had admired. However, when she called his number, her ears were assaulted by ear-splitting rock music. Over the blaring guitar, Mark’s voice boomed, “Hey there, dude, don’t be crude. Jes’ croon me an earful of sweeeeeeet sounds right at that lone tone. Yeah, yeah, yeah.” Beep. Leil hastily hung up, her imagination conjuring disastrous scenarios of her client’s reaction if they had to contact Mark. While his thirty-second talent show might have showcased his musical prowess, it was hardly the impression a businessperson should aim to leave. Your outgoing voicemail message, after all, reflects your professionalism.
Here’s the secret: to convey that you’re truly on top of your business game, make it a practice to change your voicemail message every day. Surveys and studies have consistently shown that callers perceive individuals who update their messages regularly as more competent and efficient. This perception can work wonders for your professional image.
When updating your voicemail message, consider including information about your whereabouts and when you expect to return. This is especially crucial if you have clients or contacts who might require immediate attention. For instance, a message like, “This is [Your Name]. It’s [Day of the week], [Month] [Day], and I’ll be in a sales meeting until late this afternoon. Please leave your message, and I’ll get back to you as soon as I return,” can help manage expectations and prevent frustration.
Another vital aspect of crafting the perfect voicemail message is brevity. While some individuals may change their message daily, they err by making it excessively long. Once, there was a public speaker named Dan, whose voicemail featured a daily motivational spiel. Each call I made to him was greeted with an extended monologue: “Hello, this is Dan, and here’s my daily motivator.” Dan would proceed to impart his pearls of wisdom, such as, “Did someone say something today that offended you? So what! That’s their problem.” This would be followed by dramatic pauses, encouraging listeners to contemplate the profound wisdom they had just heard. By the third call in a day, I was struggling to maintain my composure. Voicemail messages are not the place for inspirational speeches or self-indulgent boasts.
Then there’s the pitfall of overindulgence in self-referential messages. A writer had an outgoing voicemail message that referred to her in the third person: “Hello, this is Cheryl Smith. Cheryl is on her national book tour,” she proclaimed with evident self-importance, followed by details about her tour schedule. While her achievements were commendable, the third-person reference and the overt self-promotion bordered on narcissism, which may have left some callers rolling their eyes.
Lastly, there’s a particular voicemail message that many businesspeople use, and it should be approached with caution: “I’m either away from my desk or on the other line.” While it may seem innocuous, the subtext of this message often implies, “I’m tethered to my desk, and it’s a miracle I’ve managed to escape for a moment.” One late night, I attempted to leave a message for a colleague who had this message, and it greeted me with, “Hello, this is [Her Name]. I’m either away from my desk or on the other line right now.” At 4 a.m. on a Sunday morning, this message left me bewildered. It’s essential to remember that the timing of your message can influence how it’s perceived.
In conclusion, crafting the perfect voicemail message is an art that requires balance and professionalism. Keep it short, friendly, and consistently changing. Avoid the temptation to use it as a platform for self-promotion, inspirational messages, or overindulgence. By maintaining a neutral and professional tone, you’ll ensure that your voicemail leaves a positive impression on everyone who hears it.