On Broadway, producers are known for their cutthroat approach to auditions. Having rehearsed for weeks, a wannabe star steps onto the stage takes a deep breath and starts singing. Barely a few notes in, the producer cuts them off with a sharp “Thank you. NEEEXXXT!” Dreams of stardom were crushed in a matter of seconds.
This may seem exclusive to the theater world, but businesspeople face a similar fate regarding their auditions. In their case, the audition occurs through a simple, often overlooked medium: voicemail.
Whether it’s a cold call to a potential client, an introduction to a business partner, or even a message for a VIP, the voicemail you leave may make or break the chance for future opportunities. Like that Broadway audition, your impression in the first ten seconds matters.
First Impressions Matter – The Heartless Producer and the Business Call
The importance of first impressions cannot be overstated in any industry, especially when it comes to business communication. Much like a Broadway producer with only a few seconds to decide whether an actor is worth considering for a role, business professionals are given only a brief moment to make an impression on someone they’re trying to connect with. When you leave a voicemail, the clock is ticking, and the person on the other end is already mentally preparing to assess whether you’re worth their time.
The comparison to a Broadway audition is a powerful one. Think about the performer who stands on stage, their heart racing as they sing their song. The first few notes are all it takes for the producer to decide, and if the performance doesn’t shine, the performer is ushered offstage with a quick “Thank you. NEEEXXXT!” Similarly, in business, if your voicemail lacks the necessary qualities—confidence, clarity, and relevance—it will be dismissed just as quickly.
This is especially crucial when leaving a message for someone of higher authority or someone you’ve been trying to connect with for a while. You might have spent days, weeks, or even months trying to land that meeting, but if you don’t deliver a compelling voicemail, all that effort can be for naught. In those first few seconds of a voicemail, the listener has already decided whether you’re worthy of their attention. They will likely move on without a second thought if they hear a lack of enthusiasm, hesitation, or poorly structured communication. Your message is your audition, and the opportunity to impress could disappear instantly if you don’t get it right.
Crafting the Perfect Message: The Three Cs
A voicemail isn’t just a place to leave a message—it’s an opportunity to communicate with the listener in a way that encourages them to engage further. In business, the best messages leave a lasting impression, and the Three Cs—Confidence, Clarity, and Credibility—are essential for crafting such a message.
- Confidence: Confidence in your voicemail speaks volumes. A message delivered with authority can communicate your seriousness about the conversation, your value as a professional, and your respect for the recipient’s time. Imagine a business leader leaving a voicemail for a key client. They don’t stumble over their words or sound like they’re reading from a script—they speak with conviction and purpose. Confidence doesn’t mean boasting or acting overly assertive but rather delivering your message in a way that conveys your belief in what you’re saying. When you’re confident, you present yourself as capable, trustworthy, and worthy of the recipient’s time.
But how can you project confidence over voicemail, where the absence of body language can make things trickier? It starts with tone. Avoid mumbling, whispering, or sounding unsure. Speak slowly and clearly, without rushing. Your tone should sound relaxed yet assured—like you’re comfortable in your skin and have something valuable to offer. To further boost your confidence, take a moment before dialing to center yourself. A deep breath, quickly visualizing your desired outcome, or simply reminding yourself of your capabilities can help you project confidence in those crucial seconds. - Clarity: Clear communication is paramount in any message, especially voicemail. In business, your audience is often multitasking or moving quickly through their day, so they may not have time to re-listen to a voicemail if they don’t fully understand it the first time. Clarity goes beyond simply speaking plainly; it also involves making your message easy to follow, purposeful, and jargon-free. The best voicemails communicate the key points succinctly and easily.
Start by clearly identifying yourself and stating the purpose of your call within the first few seconds. When you provide your name, be sure to say it clearly—nothing is more frustrating than having to replay a message multiple times to understand who’s calling. Then, move on to the reason for your call. Whether you’re following up on a meeting, asking for an appointment, or offering a solution to a problem, don’t get lost in unnecessary details. Your goal is to give enough information so the recipient knows exactly why you called and what action you hope they’ll take. - Credibility: Establishing credibility over voicemail is essential to earning the recipient’s trust. If they don’t believe you’re reliable and knowledgeable, they’re unlikely to call you back. To ensure your message enhances your credibility, you must sound professional, prepared, and organized. Avoid using filler words or stammering through your message, as this can diminish credibility. Instead, take the time to craft your message carefully, ensuring that you present yourself as someone who is organized and has something of value to offer.
You can also build credibility by referencing mutual connections, past interactions, or relevant credentials that might resonate with the recipient. For example, if you’re calling a potential client, you could mention your company’s past successes or how your previous collaborations have been beneficial. These small touches can go a long way in proving you’re someone worth taking seriously.
Stay Tuned: The Cliffhanger Technique
Just like a captivating radio broadcast that teases its audience with a hint of something exciting to come, a well-crafted voicemail can use suspense to draw the listener in and prompt them to return your call. The cliffhanger technique creates curiosity, leaves the recipient wanting more, and gives them a compelling reason to follow up with you.
In the world of radio, DJs often tease their listeners with tantalizing snippets of information, such as “Stick around after the break for your chance to win!” This creates a sense of anticipation and ensures that the audience stays tuned. You can apply the same concept to your voicemail. By leaving a cliffhanger, you’re giving the listener something to look forward to. You’re sparking their curiosity without giving away the entire story, encouraging them to call you back for more details.
For example, instead of saying, “Hi, this is Andrew. Call me back,” try something more intriguing: “Hi Harry, this is Andrew. I have the solution to the issue we discussed last week. Let’s talk soon!” Or “Hi Diane, this is Betsy. I have some important updates on the project we’re working on—call me when you can.” The listener immediately feels a sense of urgency with these kinds of messages. They’re curious to hear what you have to say, and that curiosity is the trigger that gets them to dial you back.
Incorporating a cliffhanger can be especially powerful when discussing something specific and time-sensitive. Sharing enough information to create intrigue is key if you’ve promised an important update. This way, your message will stand out amidst a sea of generic voicemails and increase the chances of a callback.
Inject Personality into Your Message
A voicemail message shouldn’t be robotic or overly formal—this is your opportunity to show who you are. Adding personality to your message can make it more memorable, relatable, and engaging, which is crucial in fostering connections. While you don’t want to come across as overly casual or unprofessional, infusing warmth or humor can make you stand out in a sea of corporate monotony.
Think about the person on the other end of the voicemail. Are they a potential business partner, client, or someone you’re trying to network with? How you present yourself can have a lasting effect on how they perceive you. For example, a simple and friendly “Hi, this is Betsy. I hope you’re having a great day!” adds a personal touch that may brighten the recipient’s day and create a sense of connection. A warm greeting can humanize you and make your message feel more approachable.
Humor can also be an effective tool as long as it’s appropriate for the context. A small joke or lighthearted comment can make the recipient smile and increase their chances of calling you back. However, humor should never undermine your message or come off as unprofessional. The key is to find a balance between showing your personality and maintaining professionalism.
Your Ten-Second Audition: Preparing for the Moment
While dialing, clear your throat. If an answering machine picks up, pretend the beep is a big Broadway producer saying “Nexxxt.” Now you’re on. This is Your Ten-Second Audition to prove you are worthy of a quick callback.
Technique #67 – Your Ten-Second Audition
When you leave a voicemail, it’s your moment to shine—a brief but essential opportunity to make an impact. Think of it as your “ten-second audition,” where you must demonstrate your worth in seconds. Just like an actor preparing to step on stage, you must ensure you’re ready to deliver a compelling performance.
One of the most important things to remember is that preparation is key. Before you dial, clear your throat and take a deep breath. This can help calm your nerves and ensure you don’t rush into the message. The more prepared you are, the more confident you’ll sound. Imagine that you’re auditioning for the role of a professional, someone who is competent, approachable, and worth the recipient’s time.
If you’re unprepared when the voicemail begins, don’t panic. It’s better to hang up and re-dial than to leave a message that doesn’t meet your standards. By hanging up before the beep, you can compose your thoughts and craft a message that better represents you. Please take a moment to organize your ideas and rehearse your message before leaving it. You can even write down key points to keep yourself on track.
Interestingly, if the recipient picks up the phone on your second attempt, you might feel disappointed that you didn’t get the chance to leave the message you carefully prepared. However, this is a sign that your voicemail was effective. You’ve piqued their interest, and they’re eager to talk to you.
Conclusion: Nail the Audition Every Time
Your voicemail is more than just a routine business interaction—it’s your ten-second audition. Like a Broadway producer casting a lead role, the recipient of your message judges whether you’re worthy of their attention. A great voicemail combines confidence, clarity, credibility, and personality while leaving a bit of mystery that entices the listener to get back in touch. You can turn every voicemail into a callback-worthy performance with a little practice and preparation.
This article is part of the How to Talk to Anyone Series based on Leil Lowndes’ book.