| Who answers your business phone when you're not in | | | | - Let callers know when you'll be available. If you won't |
| the office? Most home-based business owners use an | | | | be able to return calls for several hours, or until the |
| answering machine or voice messaging system. But it's | | | | next day, say so in your announcement so people |
| not enough to just make sure the phone gets picked | | | | aren't left wondering when they'll hear from you. |
| up when you're not there; the greeting your callers | | | | - Tell callers how to skip the message. If your system |
| hear says more about you than just "leave a | | | | has the feature that allows callers to bypass the |
| message." | | | | greeting by pressing * or #, include that in your |
| That announcement may be the first contact | | | | announcement. |
| someone has with you, and if you don't sound | | | | - Include your fax number and website or e-mail |
| professional, the caller may not leave a message or | | | | address. Some callers may just want to send you a |
| may not call back. | | | | fax or an e-mail; if your greeting tells them how to do it, |
| It's not necessary to sound like you're a major | | | | you won't need to call them back. |
| corporation, but it is important to sound like you're a | | | | - Provide alternate contact information. If you carry a |
| serious, legitimate operation. Use these tips to create | | | | pager or a cell phone and don't mind taking calls while |
| an effective voice mail greeting: | | | | you're out of the office, include that number in your |
| - Write a script. Don't try to record off the top of your | | | | greeting. An alternative is a system that automatically |
| head. Write a script that covers all the points you want | | | | pages you when someone leaves a message, so you |
| to make in a concise format. Practice it so you can | | | | can quickly decide how soon to return the call. |
| record without any awkward pauses or stumbles. | | | | - Include seasonal messages. Between Thanksgiving |
| - Be friendly, but avoid being cute. Speak in a warm, | | | | and the end of the year, start your greeting with |
| friendly voice that lets your personality show through, | | | | "Happy holidays." For greetings that indicate you're |
| but don't try to be cute or funny-it's not professional, | | | | closed for long weekends such as Memorial Day or |
| and it could easily backfire. | | | | Labor Day, end with a wish for a safe and happy |
| - Avoid the obvious. It's not necessary to say things | | | | holiday. |
| like "I'm away from my desk" or "I'm out of the | | | | Here's a sample script:"This is Joe Smith. To bypass |
| office"-callers know that because you didn't answer | | | | this announcement and leave a message, press # and |
| the phone. Ditto with statements like "Your call is | | | | begin speaking at the tone. Please leave your name, |
| important to me"-callers know they're hearing a | | | | telephone number, the best time to reach you, and a |
| recording that you've made for everyone, so don't | | | | brief message, and I will return your call within three |
| waste their time with generic fluff. | | | | hours. If you need to send a fax, that number is |
| - Change your message frequently. People with | | | | 888-123-4567. Or please visit my website at |
| flexible schedules may even change their | | | | www-dot-websitename-dot-com for more information |
| announcement daily so the information is always | | | | or to send me an e-mail. Have a great day! |
| current and accurate. | | | | |