Most business phone systems are equipped with a customized voicemail greeting capability. While you can always opt to leave the standard greeting in place, creating your own customized voicemail offers some important benefits. However, you want to ensure that your business voicemail greeting is professional, clear, succinct, and has the right information. Below are some ways to do so. 

Essential Information to Include

There is a formula for creating a professional greeting. It should easily provide the caller with essential information about your business, and leave instructions on what to do next. The very first thing to say after a brief greeting is your business’s name. Next, politely explain that you’re unavailable at the moment, but request that the caller leave a message.

At this point, you can mention the information the caller should include in their message, including the person’s name and return phone number. You can also leave a number or phone extension for a person in your office that the caller can reach until you return. You may also want to thank the caller for reaching out. Keep the message to about 20 seconds if you can. 

Tips for Creating an Effective Greeting

While it’s crucial that you include certain information in your greeting, it doesn’t have to be all business. You can feel free to let some of your personality and brand shine through to engage the caller. For example, some people include a random fact in their greeting, while others provide a motivational quote or their business’s catchphrase. In either case, just make sure you keep the greeting brief. 

Also, be sure to speak clearly and slowly when creating the greeting. The point of including the greeting on your phone system is to convey certain information to callers, and if they can’t understand you, it defeats the purpose. Finally, record the greeting in a place with little background noise. To reduce an echo, record the message in a soundproof room with insulation. 

Now that you have a solid strategy for your voicemail greeting, the next step is to find a reliable phone system provider. ACC Telecom in Columbia, MD, has been supporting local businesses since 1979 and is on the cutting edge of emerging technology when it comes to telecommunications. They offer many solutions for businesses, including cloud-based phone systems and VoIP PBX software. Learn more about their options by visiting the website. You can also call (410) 995-0101 to get started.