Voicemail Etiquette for Your Virtual Landline

9th August 2019

Virtual landlines are far superior to traditional landlines. However, they also retain many of the functions that you normally find in a traditional landline. For this reason, do not be too quick to presume that you do not need voicemail just because you have made the switch to a virtual landline.

We have had these conversations with business owners who have sourced virtual landline numbers from us. Some of them think that voicemails are a hindrance.

They believe that their employees will use voicemails as an excuse to ignore conversations with clients. And that worry isn’t without cause. You cannot completely guard against employees who will choose to send inbound phone calls to voicemail simply because they have no interest in dealing with a customer.

That being said, every professional business requires voicemail. This tool allows you to receive business messages when none of your employees are available to pick up the phone.

Those of you that have utilised this feature should know by now that there are certain rules that govern voicemails.

For the business owner who must record the outgoing voicemail message, keep the following in mind:

  1. Your first objective should be to state your name, the organisation and the department. Some people will go so far as to mention the extension. It all depends on your organisation’s protocol.

But you must always identify yourself and your company. Your caller should have no doubts about the person and the organisation they have chosen to engage.

  1. You must let the caller know that you are not available to receive their call. If you are out of the office for a longer duration, tell the caller when you expect to return. This is often done when an office closes for the weekend or the holidays.

Let the caller know when they can expect to have their message heard.

  1. Do not simply stop at telling the caller that you are unavailable. Go an extra mile by inviting them to leave a message. Encourage them to make their identity known. That includes mentioning their name and telephone number.

You should also ask them to specify what they want from you. If you know someone who can immediately resolve their issue in your absence, pass on their name and contact information.

One of the most important aspects of creating a voicemail greeting message is to make sure that the caller knows when they can expect to hear from you. And, obviously, you should be polite and welcoming.

It is worth mentioning that, as a business owner, your voicemail etiquette matters far more than the caller’s behaviour.

That being said, if you are the caller, you are also encouraged to keep the following in mind whenever you leave a voicemail:

  1. This goes without saying but it is worth mentioning. Wait for the voicemail message to end before speaking. Give it one or even two seconds.
  2. As with the person recording the voicemail, identify yourself. Tell the person who will receive the message your name and the company you represent where necessary. Some people go so far as to state the date and time they are calling but a virtual landline records all that information, so it isn’t particularly necessary.
  3. When you mention the reason you’re calling, be brief and clear. Avoid rambling. Get straight to the point.
  4. If you need the recipient to call you back by a specific time, tell them. Better yet, just tell them when you expect to be available, so they will know the best time to call.

Both parties must remember to speak slowly and clearly. Voicemails are not particularly complicated but they can still create problems.

If you are interested in getting a virtual phone number for your business, call us free on 0800 357 622 to find out more.