What's your voicemail response strategy?

1 Check your voicemail regularly

Don't let your voicemail inbox pile up with unread messages. Check your voicemail at least once a day, preferably in the morning or before you end your workday. This way, you can respond to urgent or important calls in a timely manner and avoid missing opportunities or deadlines. You can also delete or archive messages that are no longer relevant or useful, freeing up space and reducing clutter.

2 Return calls promptly

If someone leaves you a voicemail, it means they want to hear from you. Don't ignore or delay returning their calls, unless you have a valid reason. Returning calls promptly shows that you respect and value the caller and their message. It also prevents misunderstandings, confusion, or frustration that may arise from a lack of communication. Aim to return calls within 24 hours, or sooner if possible. If you can't return a call right away, send a brief text or email to acknowledge the message and let the caller know when you will call back.

3 Leave clear and concise messages

When you leave a voicemail for someone else, make sure your message is clear and concise. State your name, your company or affiliation, and the reason for your call. Avoid rambling, repeating, or giving too much information that may confuse or overwhelm the listener. Keep your message short, ideally under a minute. End your message with a call to action, such as requesting a callback, confirming an appointment, or providing feedback. Don't forget to leave your contact details, such as your phone number, email address, or extension.

4 Use a professional and friendly tone

Your tone of voice can convey a lot about your attitude, mood, and intention. When you leave or respond to a voicemail, use a professional and friendly tone that reflects your respect and courtesy for the listener. Avoid sounding bored, annoyed, or impatient, as this may offend or discourage the caller. Instead, sound upbeat, enthusiastic, and polite, as this may encourage a positive and productive conversation. Use appropriate language, avoid slang, jargon, or sarcasm, and express gratitude or appreciation when appropriate.

5 Update your voicemail greeting

Your voicemail greeting is the first impression you make on anyone who calls you and can't reach you. Make sure your voicemail greeting is updated, accurate, and professional. Your greeting should include your name, your company or affiliation, and a brief message that informs the caller of your availability and how to reach you. You can also add a personal touch, such as a friendly or humorous remark, as long as it is appropriate and relevant. Avoid using generic or default greetings, as they may sound impersonal or unprofessional.

6 Review and edit your messages

Before you send or leave a voicemail message, review and edit it for clarity, accuracy, and tone. You can use the playback feature on your phone or voicemail system to listen to your message and check for any errors, omissions, or inconsistencies. You can also use a voice recorder app or a transcription service to transcribe your message and read it for any mistakes or improvements. Reviewing and editing your messages can help you avoid miscommunication, confusion, or embarrassment and ensure that your message is well-received and understood.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?