I don’t know about you, but my teeth grind and my blood pressure goes over 143 when I hear a “business professional” answer their phone with, “Hello!”
The other week I called a real estate professional and he answered the phone like this.
“Hello, excuse I’m in an important meeting. Can I call you right back, who is this?”
“This is Kendall Matthews, calling about the offer my client, Dr. “X” has on your property.”
“Oh yea, I really don’t want to get into that in front of my client, call me back in 20 minutes.”
I think my blood pressure reached 185.
We eventually canceled the contract because of communication difficulties with this real estate “professional.” His business voice mail greeting wasn’t much better, just the same ” I will call you back as-soon-as-possible” line that millions of others have recorded on their cell phones.
Therefore, starting today I have decided to not work with any business person who answers their phone with “Hello.” Feel free to forward this article to anyone who has the words, “As-soon-as-possible” in their business voice mail greeting.
Here are 3 Important Factors To Consider When Writing A Business Voice Mail Greeting:
Figure Out How You Like to Communicate
A) Phone
I like talking on the phone, yet not for a long time. Business conversations for me need to last no more than 7 minutes. If you would like to learn how to get your point across clearly, consisly and quickly I would recommend the audio book, “How To Get Your Point Across in 30 Seconds or Less by Milo Frank.
B) Text
I don’t like texting. Did you see what happen to Will Smith’s wife in the movie “Seven Pounds?
“Texting while driving is dangerous. There is no however. Yet…
If your car is pulled over and you are not in motion, I have recently found sending text messages to be very beneficial business application. For years, I have refused to pay T-Mobile the extra $5 for an additional 800 text messages, because I like talking on the phone, but I have relented.
C) Email
I check and respond to my emails in batches. Typically only three times a day. I found an even better way to reduce back and forth email discussions, using “If then scenarios.” For example:
“I will accept your counter of $750,000. If you would like to move forward to a succesful close of escrow then scan back the signed contract to me.
If you have any problems scanning the document then fax them to 888.xxx-xxxx.
If I receive your email or faxed signed contract then I will email you a confirmation. If you don’t hear from me within 4 hours then I did not receive it and you will need to re-send.
If this makes sense, then I look forward to working with you to a successful close, if not give me a call between 1 and 2 pm today.
What Is Your Time Worth?
A) ASAP
I’ve lived long enough to learn that I will never be a doctor, fireman, or police offer. Yes, my childhood dreams have been dashed. That being the case, I realize that if I don’t return someones phone call right away, 99.999999% no one will die.
I have come to realize that people like to be informed. Having a business voice mail greeting that says “As-Soon-As-Possible” doesn’t inform… it’s a Jell-O blob copy-out of whenever I feel like it.
That’s why I created…
B) Call Back Times
When someone calls my phone, my business voice mail greeting tells them when I will return their call. I have created an expectation in their mind. I then listen to their messages and choose to respond by text, email, or return call.
If their phone call is on an urgent matter, then I call them back promptly. Allowing me to exceed their expectations. If their message is important then I call them back during the designated times.
Do You Like Referrals?
Ask Them Who Referred Them?
I’ve learned most of these techniques from being on the coaching program of By Referral Only. I have received hundreds of compliments on my business voice mail greeting and how I digitally communicate.
When I my script asks them “Who Referred them” I am essentially creating in their mind the framework that says, “I am referrable.” I don’t know about you, yet I like to work with people who know-like-and trust-me even before we meet.
Here’s My Business Voice mail Greeting Script on my cell phone.
A) Introduction
“Good day, this is Kendall Matthews.”
B) Body
“Please slowly leave your name, number and email address.
I return messages by phone or email between 9-10 am. 1 and 2. Then again between 4 and 5 pm. If you’ve been referred to me please leave the name of the person who referred you, so I can personally thank them.”
C) Close
“You have a Super-fantastic day and thanks for not keeping me a secret!”
Take five minutes out of your super-busy schedule. Sit down with a pen and yellow piece paper. Focus on a simple business voice mail script that will stand out. It doesn’t have to be extravagant, funny, or cute. It just have to be real. It has to tell folks that you don’t run your business as-soon-as possible.
Have you heard “professionals” unprofessionally answer the phone or had bad business voice mail greetings?
Do or Don’t. There is No Try.
Kendall E. Matthews
www.InvestmentRealEstateCorner.com
Official Sponsor of Making Things Happen
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