Professional Phone Messages is a sort of voice mail that you leave on a clients telephone, for when they are either busy with another call or if it is after hours, so whether you have a strong business or just starting one up, the importance of having good strong Professional Phone Messages (which I will now be using the abbreviation PPM in the rest of the article)is a must and will be valuable in the long run, as this will be just like having a professional receptionist calling on your behalf
If most of your business and or work is done via telephone, leaving a PPM is very important, as most times the other side is in the same situation by being on the telephone themselves.
The most professional way of doing business on a switchboard, is always considered better to have a policy of answering any and all calls within three rings, even if it means putting the current call on hold, but we all know the world doesn’t always work that way, so the PPM is a must.
So do you leave and make the best PPM:
Getting the relevant information across to a machine can be so nerve-wracking it makes you not only forget why you called but some very important information about your business and sometimes even forgetting etiquette and manners.
This will cause you to leave scatterbrained and incoherent messages as you try to improvise. This is all bad for business as the person who listens to that PPM you left will suddenly lose interest and most times won’t even call you back.
To overcome this very important mistake made by many, is to make a short checklist of what you want to say, in order of importance, and always be comfortable and relaxed and expect that it will be a machine you leaving the PPM to, so that you don’t have that surprised sound, which is also not good.
The advantage of this checklist is that it can also be handy if you actually get through to a person, as now you sound even more confident which means you portray that about your business and or product.
Four important facts to remember when leaving a PPM:
- Always identify yourself by saying who you work for
and your position - Mention your name
- Leave all and any return contact details i.e.:
telephone number, email, fax number, etc. - Your tone of voice sets the tone of your PPM and the
return call
So that’s it, the perfect voice message in a nutshell, so to those starting a business, best of luck for your future and I hope this article helped.