Zee2A's Marketing Edge Blog

March 15, 2010

Anyone for a game of ‘telephone-tag’?

Our colleague and associate Merlyn Sanchez of SMART Business Owners wrote these excellent tips for leaving an effective voicemail.  The article can also be read directly on her blog.

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In this over-connected, cell phone to the ear, Web 2.0 world, it would seem inconceivable that it can be near impossible to reach someone. However, it’s more likely that your phone call will go to voice mail rather than to a human being!
So, what do you do when you encounter someone’s voice mail?  Many business owners and sales people tell me there’s no point in leaving a message because they’ll never get return call.  What they really mean is, “I can’t sell them anything via voice mail”.
Well, they probably weren’t going to buy anything even if you did reach them!  Without an objective and a plan, you’re just one more person vying for attention.  And since you haven’t developed a relationship, you’re very easy to ignore.
Here are some tips on how to leave an effective voice mail message:
1. Define the objective of your call. Is it a follow up to a networking event? Or are you returning the prospect’s call or email requesting information on your product or service?  Is it a “keep in touch” call where the purpose is to keep the relationship moving forward?
2. Prepare a script. You want to make sure that you make it clear why you’re calling, how you can be reached, and let them know when you’ll be following up if you don’t hear from them. This will help prevent stuttering or losing your train of thought.  There’s nothing worse than those rambling messages that you wish you could erase!
3. Make sure that you’re easy to reach. Leave them your office number and cell phone number.  And make sure to check your voice mail messages (it could be embarrassing if you don’t!)
4. Repeat your key information. Introduce yourself at the beginning and the end of your message and include your phone numbers.  Speak clearly and slowly enough for someone to be able to take down your information without having to replay your message several times.
5. Don’t give up! It may take several tries and a few rounds of telephone tag to finally reach your client or prospect.  So don’t be discouraged.

By the same token, learn when you’re being avoided and leave a message that lets the other person “bow out gracefully”.  Just ask them to respond if they’re no longer interested in hearing from you. This usually works best if you use email since there’s no fear that they may actually reach you if they call.  Inject a little humor and make it clear that there are no hard feelings.  It’ll go a long way to demonstrate that you are both persistent and considerate.
Every contact you have with someone is a potential to create or further a relationship.  Don’t miss an opportunity to get your message across in an effective and powerful way.