Sales Voice Mail Best Practices: What are your 3 tips for leaving a good sales voice mail?

When people are listening to a voicemail message, they have their finger on the delete button. Every 5-7 seconds they make a decision to keep on listening or delete you. As they listen to you, they're asking:

- Do I get what this is about?
- Does this salesperson sound like he/she personally brings value?
- Is this relevant?
- Is this urgent?

So think about the four SNAP Factors as you plan a call.

S: Simple - short messages, to the point

N: iNvaluable - build credibility by showing your understand their issues, concerns, business direction and needs; show you've done your homework

A: Aligned - Make sure your message is tied in with what they're trying to achieve.

P: Priority - Tie what you're talking about to a known (or highly likely) priority in the organization.

This is how you should EVALUATE your message. If it doesn't rate high on these factors, it is deletable.

1. Before you get to the content of a voice mail, you must first define your objective and the dynamics impacting your objective. There can be only one objective – a return call! Especially if your sales normally happen as a result of direct engagement with a prospect. Without that call back you are not in a position to move the process forward.

2. The main dynamic at play, we are an unknown in a world dominated by the Status Quo. Which makes voice mail is a contrarian situation, which is why 90% of outbound messages contain some form of the following: "Please leave a detailed message"; why do Mr. And Mrs. Status Quo want details, because they want to evaluate and eliminate. Therefore the more detail you leave the greater likelihood of elimination. Since you are not there to handle their initial reaction, which will be in the context of all the things on their to do list, making it likely that they don't want to deal with it at the time, unless you hit a bull's eye vis-à-vis their priorities at the very moment in time they hear your voice mail.

3. What's the solution? Absence of detail!

The human mind hates an unresolved mystery, and people will take steps to solve a mystery, or more specifically close an open mental file. Think of a time when you were discussing a movie with a friend, but forgot the actors name, in the old days it gnawed at you, now we just jump on our hand held and google it. That's what your voice mail to be, with your number playing the role of google, providing the relief of resolution to a simple mystery.

How

In this order do the following:

Give your name and the name of you company; unless the name of your company is a dead giveaway, it is a time to embrace minimalism; I always say Renbor, not Renbor Sales Solutions.

Leave your phone number; people will continue to take data before they make their minds up. Two things are key here, first say it slow, picture yourself writing the number down, make it easy for them. Second, say it with authority, don't wimp out by saying "please call me back at your earliest convenience", nothing smells more like a sales pitch than that. Say "I can be reached at 5—5—5, 4—3—2—6—7—6—7" You can repeat it at the end if you like, but if you do it right you won't have to.

Last, an enticing reference of a client you have worked with, personally I like direct competitors. But just the name, no story, just the name.

"Hi this is Tibor Shanto calling from Renbor, I can be reached at 416 822-7781, I am calling with reference to XYZ"

1. Have you voicemail message pre-planned
---Based on the type of follow-up: cold calling, calling behind a campaign, second call, etc
2. Always leave a custom email with the voice mail
---This one-two punch will create more of an impact
3. Add a personal note
---This will help your voicemail stand out - look them up in LinkedIn or Facebook and see if you can add any kind of personal note to your voicemail

1) bring relevance to vmail - do your homework and know purpose of voicemail and practice delivering- JING it to hear how it sounds being delivered
2) state how you can be reached after first few words, again at end - this way listener doesn't have to listen until end of message
3) followup with a personalized email -simple and to the point. 3 bullets or less, again bring in relevance.

1. Voicemails are important, but they only work if you have something interesting to say! The voicemail you leave needs to be customer-focused, benefit-driven, with a strong sense of urgency and call to action to drive a response.

2. Script it out. I typically don't like word-for-word sales scripting, but voicemails are the exception. Find something crisp and succinct that includes the requirements above. Work with your marketing team to test different messages, offers, etc. and do your best to measure the response rates so that you're using most often the message that gets the best returns.

3. Practice. At least 80 percent of the time you're cold-calling, you're not talking to a live person. You're getting voicemail. Some cold-callers immediately hang up and make the next dial. But I'd recommend writing, practicing and leaving a 15-20 second voicemail that makes an offer, promises immediate value, delivers urgency, and requests a call back by a specific time. Do these early in the day and you're likely to generate new inbound "leads" for yourself in the afternoon.

1) Script your voicemail - then practice by leaving it for yourself on your line and ask "would I call me back?" Execs are busy and lose interest if messages are rambling.
2) Leave your number 2x very clearly, sometimes the phone connection or voicemail system may hiccup--a great voicemail with no way to call you back will be useless.
3) Mention companies in their industry community you work with and why they work with you in one sentence...you want them to say "tell me more" so don't over-inform on a voicemail.

Prior to leaving any voicemail due diligence must be executed.

1- First call is a deep mine...Call Gatekeeper/Admin/Staff: confirm at correct level and correct contact info. Survey landscape/identify and confirm pain info, current vendor,specific priorities and who is connected to them. Do your homework and CREATE credibility!

2- Second call to contacts direct line...if there is no answer "0" out to operator and have them reconnect from main lines..

3- If no answer now leave voicemail. BE BRIEF, VAGUE AND DIRECT. The goal is to get a CALL BACK so there must be some highly relative chum (vagueness)thrown into the water to attract attention.

I.E. - Bob, Jon Doe with ABC regarding the market penetration issues (or whatever pain you dug up deep mining). I can be reached at 978-388-4652 to discuss next steps. Again, Jon Doe 978-388-4652 and simply end the call/hang up.

-Be pointedly vague- Identify an issue that is on the radar

-Hit pain points that are held closely to the contact.

-Communicate you are prepared to solve a problem and have a plan.

-Eliminate the fluff-- No Hello my name is, no thank you's, no elevator pitches...ETC.. The purpose is a call back.

-No return call? Call back in 24hrs, chum the water a bit heavier with mention to demonstrated experience in solving similar issues with competitors.

- Be strategic -Be careful not to offer up too much info on the first and second message. Build Intrigue and motivation to call back. Let the contact know you want to make them look good!

Voicemails should be used in an overall strategy, and leave only voicemails that help advance your objectives.
1. Determine the various calls to action that you can use in your voicemails (i.e. "determine fit between our organizations", "discuss how we are helping specific companies in your space", "show how we can help solve critical pains 1, 2, and 3", etc.
2. Be sure to state the purpose of your call, your call to action, and a brief description of what your company does (i.e. provide marketing automation solutions vs. online advertising) so the person knows why you are calling. I do not recommend leaving someone guessing, as I think it only leads to frustration (and ultimately a deleted message) on the prospects part.
3. Rehearse your voicemails so they are concise, articulate, and energetic.

1. Think about your message ahead of time. Two things are going to happen when you make a call. They will answer, or you’ll get voice mail. Know what you are going to say in either event.
2. Don't wing it. Keep it short, clear and to the point, but make sure there is a strong, personalized call to action. There has to be "something in it" or important to the recipient. Don't be sketchy/mysterious. When you do business communications (even if it’s just a voice mail) what you say has to be making it about them, not about you. You need them more than they need you.
3. Start the message with your name, company name and call back number. Make sure you repeat your name and call back number at the end of the message too.

Voicemail is an integral part of a multi-touch, multi-media, multi-cycle program. Leave voicemails that are carefully scripted and delivered in a series of three that build on one another. Voicemails are NOT a commercial and they should not last 30-seconds (in my opinion).

A voicemail is similar to the opening statement in a sales call (three steps in a sales call: opening, dialog and close to create interest, identify a need and then satisfy the need).

Opening statements contain: a self-introduction, an attention creation statement, an interest creation statement and time consideration (what are we going to do next if we don't hear back).

Voicemails should be followed immediately with an email. They, too, are educational and build on one another as well as build on the voicemails.

10-30% of the results generated for our clients are as the result of an email response or call back.

Voicemails are to be expected these days. It's often a surprise when someone actually picks up! Having said that, here are my tips:

1. Have a basic script - should be little more than your name, company, phone and email.

2. Research your prospect - who are they, what do they do, etc. Have specific examples of your research to briefly point out.

3. Answer the question "what's in it for me?", because that is the only thing you need to prove. what business problem are you solving for your prospect? If you can't do this, don't expect a call back.

We agree with most everyone that a well written, BRIEF, email along with your voice message will significantly increase the odds of a callback.

2 other practices we use.

1) A SYSTEMATIC PROCESS TO MULTIPLE VM'S. We know most voicemails will get deleted, so we intentionally follow-up all voicemails with a second VM within 4 days. The key is NOT to leave the same exact VM, but rather reference the first one and leave something like, "I left you a voicemail Wednesday, I'm calling again today as I'm really trying to connect with you in regards to X". IF after 4 more days that gets no response, we will leave a 3rd one. Again we reference the first two but also say that this will be our last attempt. By hitting on two powerful emotions (Guilt- not calling back the 1st two times- and "Fear of loss"- this is the last time we are calling) we increase our callback rate- even if it's to say "sorry, I don't have a need". At least now we can "sell" (see #2). We know most salespeople give up after one attemp-by making 3 attempts within 10 days our response rate will beat that of our competition.

2) CREATE CURIOSITY- another strong human emotion! We all know that we can not "sell" in a voice message, so our practice- which is contrary to many answers above- is to make sure we DON'T give them TOO MUCH information. The reason we leave voicemails is to creat enough curiosity to entice a call back, not to sell. Too often we find the sales person gives enough information (too much in my opinion) for the prospect to decide they don't need the product/service. We all know to "sell" we need a dialouge. By definition a dialogue is a TWO WAY conversation (as opposed to a monologue; ex: Voicemail, Email). So our voicemail is often, "Hey Greg, it's (NAME), I have a quick question for you that I think only you can answer (assuming he's the decision maker- that is a true statement!) , please call me back here at (Company name & phone #)"
Yes, it is vauge, and a few of your prospects may even call you out on it, but at least you are having a conversation now, and that is what sales is all about!

Good Luck!

Do not leave voicemail messages on the first three attempts. On the fourth attempt, leave a 30 second commercial, as follows:

“Good Morning (Afternoon), this is ________.
What I do may not be a fit for your company. But I have a good reason to think there is a fit. I’d like to ask for 60 seconds of your time and then you can decide if we should continue. If this sounds fair, please call me at your convenience."

This approach is designed to peak curiosity but to also put the prospect in control. I'm not selling you, I'm giving you a chance to make a decision on something that may be beneficial to you. It takes the pressure off.

More on prior due diligence before leaving a well prepared voice message, particularly on a prospecting call…
“0” out and ask the gatekeeper if the person you are trying to reach is actually in the office. Avoid leaving a voice message if the person is out that day or for an extended period as you run the risk of your message being lost among many others.
Find out from the gatekeeper/EA the best time to reach your prospect – and call back then. Better yet, as the EA to schedule a specific day/time for a call, then send an e-mail confirming the call.
Talk to someone! Confirm/obtain whatever information you can from whoever you can, i.e. direct dial/extension number, e-mail address, current systems/environment/vendor, etc. Then leave that compelling message.
While I am a proponent of making the gatekeeper/EA your advocate, RW Stearns created a useful resource called “’Voicemail Surfing’ A Comprehensive Guide to Circumvent Gatekeepers” found at http://ow.ly/3gW83

Speak slowly especially your name and Phone number 90% of left messages are too fast

Keep it simple and intriguiging. Just your name and phone number plus use of my name at the beginning and end are the most intriguing of all.

Don't read from a script. I can hear when you're reading and it sounds insincere.

Great points here but I will add my practices.
A great English teacher once told us "the saying 'practice makes perfect' is BUNK!! Only perfect practice makes perfect!"

(1)With that in mind, script the message out and practice until perfect, and if you have to read it, make sure all punctuation, hesitations and pronunciations are accurate.
(2)Email first is a good practice.
(3)Since their finger is on the 'delete key' you have to spark their interest very quickly with value to them.
(4) follow up with another email scheduling a call for later when convenient to THEM.

Lots of good answers here.

They say inside sales is a numbers game. The more calls you make, the more sales you get. I've been told I'm very good on the phone. And I've been told I'm very persistent too.

#1) Be natural and be yourself. This phone call may be the start of a beautiful relationship. But not if you sound like Mr. Robo-Caller. Learn your script ... and then forget it! It's an axiom that people buy from people. So be a people person, even in voicemail.

#2) Call back. I won't hesitate to make many calls to the right prospect. Sometimes I get the callback that says "please leave me alone" but more often I hear, "hey, I was just about to call you!"

#3) If nothing else, make sure the prospect knows why you're calling, and how you can benefit him. In other words, give the prospect a reason to call you back. Keep it short, just a hook. "I'd like to tell you about our new product line, and how it can save your company money." Even if he doesn't call back, you've created interest and your call may get through next time.

First you have to decide what is the purpose for the message, is it to connect with a current customer or connect with a prospect? If it''s a prospect the top 3 things are:
1. Total length needs to be no more than 8 - 12 seconds
2. Use the prospects first name
3. Leave your name and company name, your title is irrelevant unless you're calling a large company and always speak in an engaging positive style
Your objective is to create name awareness only, don't expect the call to be returned.
If it's a customer the top 3 things are:
1. Use the customer's first name / use your first and last name
2. Repeat your phone number twice, slowly
3. Speak confidently and give the customer the specific answer they're looking for.
The objective of a call to an existing customer should always be to give the customer confidence as to why they are doing business with you.