The number one prospecting tool for any professional sales person is the telephone. Even with all of the electronic methods of contacting prospective buyers, the best means of communicating is through the phone. Just like any tool, you need to understand how to use the phone so that you derive the most benefit from its use. You also need to be aware that most of your calls will probably not be answered by the buyer and you will need to leave a voice mail message.  Understanding the importance of leaving a good voice mail message is paramount to receiving a call back from your prospective client.

Here are a few tips for leaving a great voice mail message that will get you a call back:

Sound like someone that the prospective buyer would want to talk to. 

Keep your voice upbeat and positive when you leave your voice mail message. Remember to smile while you speak. Numerous studies have shown that the recipient of a phone call can always tell if the person calling is smiling even on a voice mail message. You need to be personable while maintaining a professional demeanor. If you have any information about the prospective buyer, link yourself to that information. For example, if you met the buyer at an event at one time, mention it. If you were referred by another person, make sure to mention that with the referring person’s name.

Always know what you want to say.

There is nothing worse than a rambling voice mail message that never seems to get to the point. You want to introduce yourself, give a small amount of information about why you are calling and leave your contact information. Never leave too much information on a voice mail message. You simply want to pique the interest of the buyer not tell them everything they need to know about your product or service. You also need to leave your phone number and repeat it. Most people tend to speak too quickly when they leave their phone number on a voice mail message and that makes it difficult for the call’s recipient to write the number down. Say your phone number at a normal pace and then say it again. It is usually best not to leave any other means of contact. Do not give out the company website. You want the person to call you back to get information; you do not want them to look your information up on line.

Timing is very important.

Do not leave voice mail messages that are over 20 to 25 seconds long. If you can leave your message in 10 to 15 seconds, that is ideal. It may seem like too short a period of time to leave any real information but it is just right. Chances are that yours is not the only voice mail message that the prospect will have on their phone. Keep it short and sweet so they are not tempted to delete it before they hear the whole voice mail message. The time and day that you call is also important. Leaving a voice mail message on Friday afternoon is the worst time if you are hoping to get a call back. Monday mornings are usually reserved for important activities and review of the previous week so leaving a voice mail message first thing Monday morning is not a good time. Try to leave messages from Monday afternoon to Thursday afternoon for the best likelihood of getting a call back.

It can be frustrating to feel like you are never getting through to talk to your prospective buyer. Chances are, though, that you will have to leave a voice mail message. Knowing how to leave a great voice mail message that will get you a returned call is a skill that you need to learn in order to increase your sales success.