Apart from gaining a good impression of you, a clear and professional voicemail greeting is essential for negating any possible concerns the caller may have that you are the correct person to speak to, and will give them the information they need to leave you an effective message in return.
This topic describes how you can manage group voicemail greetings, including playing, downloading, and deleting greetings.
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1. Tap the fixed key with the envelope graphic, or dial the phone’s phone number.
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Sometimes the caller will not want to leave a message on voicemail or would prefer to contact you via alternative means.
Avoid playing music and the long message greeting. People don't have the time nor the patients to sit through a storybook greeting. They simply want you to return their call as soon as possible.
It's easy to get carried away in a voicemail and include more detail than is necessary. We've all been in that situation where the automated or pre-recorded voice on the end of the line goes on and on with more information than you can take in.
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Voicemail greetings should be professional, but the structure can vary depending on the situation. Here's a sample voicemail greeting script: " …
Write down your message before you record it. When reading it back, ask yourself: Does it make sense? Does it contain the right information? Is it grammatically correct? Is it clear? Is it positive and polite?
Avoid background noise – Make sure you record somewhere as quiet as possible so that the caller can fully concentrate on your voice and there are no embarrassing mishaps.
It makes sense to have an after-hours / weekend voicemail greeting for important teams at your business so that your clients feel confident that they will be taken care of. You may also suggest alternate resources like a help forum, knowledge base, or online chat to support customers while closed, if available.
If you’re rarely in the office and don’t use a mobile cell phone app to receive calls, be sure to provide alternatives so that customers can still receive the support they need.
Set the number of rings you'd like callers to hear before they hear your voicemail greeting.
Hi, you’ve reached Customer Service. We are busy assisting other customers at the is time. Please leave a detailed message with your order number or customer ID, the reason for your call, and the best number to reach you. A Service Specialist will return your call as soon as possible.