We all know someone with a bad voicemail. You know the ones—those long, unpleasant messages that you can’t wait to be over so you can just leave your message. While these can be a minor annoyance in our personal lives, an improper voicemail for your business line can cause lost leads and a poor experience for your potential clients.
Here at LinkNow, we’ve worked with thousands of small businesses over the years and have heard all types of voicemail messages. In this blog post, we’ll be examining the good, the bad, and the ugly when it comes to recording a professional voicemail that helps—not hurts—your marketability.
Why Your Voicemail Experience Matters
First impressions count, and in many cases, your voicemail greeting is the first point of contact for potential clients. When a business voicemail message sounds professional, clear, and welcoming, it builds trust immediately. On the other hand, a poorly executed message can leave callers frustrated and questioning the quality of service provided.
A well-crafted voicemail demonstrates reliability. It reassures callers that their time matters, even when you aren’t available. Businesses with a polished voicemail show attentiveness and respect for their customers, ensuring every interaction leaves a positive impression.
Many people prefer to leave a voicemail instead of waiting on hold. Offering an informative and professional message ensures callers receive critical information and know their inquiry will be addressed quickly. Your voicemail also allows you to direct customers to your website, online booking, or even a support page, turning a missed call into a valuable business opportunity.
The Qualities of a Good Voicemail Message
1. Recorded in a Quiet Room
If we had a dollar for every time we heard a voicemail message that sounded like it was recorded in the middle of a windstorm—well, we’d have a sizeable retirement fund by now. Background noise can distract callers and affect how your message is perceived, which is why we recommend always recording your voicemail in a quiet environment without any interruptions.
Try to avoid the following noises, which can make your voicemail sound unprofessional or rushed:
- •Wind
- •Static
- •Background conversations
- •Children or pets
- •Distracting music
2. Clear, Concise, and Direct
Your voicemail greeting should respect the caller’s time. Keep the message clear and to the point, without any unnecessary details. Greet the caller, provide essential information such as business hours or alternative ways to contact you, and let them know their message will be returned promptly. A well-structured voicemail should guide callers effortlessly while preventing confusion and frustration.
3. Specific to Your Business
Your business voicemail shouldn’t be shared with other companies or your personal phone line. Generic or shared voicemail messages can cause confusion and reduce trust in your business. By recording a business-specific message, you’ll confirm to callers that they’ve reached the right number and increase the likelihood they’ll leave a message.
4. Recorded in Your Own Voice
Your voicemail should represent your business, not be a source of confusion. With this in mind, we always recommend recording your message in your own voice to ensure consistency and professionalism. Letting your kids record a voice message or opting for an automated voice may seem like a good idea, but it can often be off-putting or make callers question whether they reached the right company.
Features That Can Improve Your Phone Experience
While it’s important to include a good greeting on your company’s voicemail, there are other things you can do to enhance your communication systems and prevent missed opportunities.
Here are some key features that can enhance your voicemail experience:
Call Waiting
Call waiting ensures that no call goes unanswered, even during your busiest periods. Instead of sending customers directly to voicemail, this feature allows you to handle multiple inquiries while keeping each caller informed. It also provides the option to take your most urgent calls first, thereby improving your response time and reducing lost leads.
Call Attendants
Virtual or automated call attendants greet callers and help guide them to the appropriate extension or department. This feature ensures that the voicemail system is not overburdened with calls that could be directed elsewhere. Call attendants make the caller experience smoother by offering customized options, such as transferring to specific departments or providing information about operating hours.
Call Forwarding/Voicemail-to-Email
Call forwarding, or voice-to-email, services keep you in the loop, even when you can’t pick up the phone. With call forwarding, incoming calls can be routed to your mobile device, giving you the ability to answer important calls anywhere. Similarly, voicemail-to-email systems send voicemails as audio files to your inbox. These features are especially valuable for business owners on the go.
Hold Music
Hold music provides a professional experience when callers are placed on hold. Rather than leaving callers in silence or with an abrupt message, music or informational recordings can keep clients engaged while they wait. It may seem like a small detail, but offering hold music signals to your customers that their call is important and that they haven’t been forgotten.
Local Numbers
Having a local number helps build trust with customers in your area. People are more likely to pick up or leave a message if they recognize the local area code. Local numbers also create a sense of community and can strengthen your connection with clients, giving your business a local presence even if you serve customers nationwide.
Need a Professional Voicemail System? LinkNow Has You Covered!
We hope that this blog post has helped you reflect on how you’re representing your business on your phone lines. If your current voicemail system isn’t presenting your business in the best light, LinkNow’s virtual phone systems are the solution. With a wide range of professional features, our virtual phone systems are designed to integrate seamlessly into your business operations.
If you would like to learn more about our phone systems and voicemail features, you can visit this page or get in touch with one of our specialists at 1.888.667.7186.
