Share this content:

We’ve all been there: you reach out to arrange a meeting or to make a sales pitch and have to leave a voicemail. Later in the day, you check your missed calls and see that you did get a call back, but you were too busy to pick up your phone. You return each other’s calls again and again, leaving messages every time. Before long, momentum has run out, and you’re left with a lot of wasted time and, maybe a wasted sales opportunity. This frustrating phone tag back-and-forth can be greatly reduced, however, with a few tips. Less phone tag means more productivity and more productivity means more revenue. Below we’ll show you why phone tag is such a productivity killer and how to make sure you get the most out of every call, even when they keep going to voicemail.

Phone Tag Kills Productivity

Playing phone tag equates to a lot of wasted time and money: from sitting on the line while it rings, listening to messages from missed calls, and leaving the same messages repeatedly, it’s a huge time suck for sales reps and business owners. It also increases the chances that a sales opportunity will be missed, as you lose steam and slip off of your prospective client’s radar. We’ll talk about how to increase the effectiveness of each call next, even those that don’t go through.

1.    Leave LOTS of Detail in Your Messages

To make the most of the voicemail messages you leave, leave lots of detail for your contact. Always be specific with dates and times, and if you’re trying to arrange a meeting, leave specific options for different meeting times in each message that you leave. Basically, be as specific as possible! Mention the “who, what, where when, why, and how” of the meeting or other call topic, and don’t forget to leave a contact number—even if you think they already have it. If it’s a customer service call, be sure to address your customer by name and mention that solving their problem is extremely important to you.

2.    Repeat Important Details

When leaving your message, repeat all of the most important details. In the age of cell phones and VOIP services, messages can sometimes break up and make words inaudible. Repeating key details like your return phone number and possible meeting times ensures nothing is missed, making a callback more likely. Sometimes, cell phone voicemail systems have a limit on the maximum length of messages. For this reason, know what details you need to include beforehand so that you don’t ramble needlessly. Briefer messages tend to be more effective and take away less time from the other person.

3.    Indicate If Your Call is Urgent

If the message is urgent, let them know! It will help your call stick in the person’s mind when they hear your message. If your call isn’t urgent, however, don’t mislead them by portraying it as such. You should also consider time zone differences that could affect whether or not your calls will go through. In addition, consider if certain people that are extremely high-priority. You want to make it less likely that you miss calls from these people. To do this, consider assigning different ringtones for different phone contacts, creating a distinct ringtone for different levels of urgency.

4.    Give Them Another Option to Get Back to You

Give them alternatives to getting back to you beyond just calling you back on the same number. For example, is there another person they can contact? Maybe you can get in touch via email, text, on a video chat service, or messaging on a social media site. If you give them some flexible options for getting back in touch, they’ll be more likely to take action.

Final Thoughts

Phone tag is an annoying reality for business owners and sales teams everywhere. But by learning how to leave more effective voicemail messages, you can reduce the number of clients you lose due to that break in critical momentum that phone tag causes. Play less phone tag and you can increase your productivity hugely.

Join the Newsletter

Stay up to date with the latest lead generation, business efficiency and automation tips and news.


Related Posts

ServicesEfficiency ConsultingSales and Lead Generation AutomationWorkflow and Process CreationToolsTransworld NDA Automation ToolEmail Response Automation ToolGoogle Signature to Contact ConverterKnowledgeBlogAbout ServicesEfficiency ConsultingSales and Lead Generation AutomationWorkflow and Process CreationToolsTransworld NDA Automation ToolEmail Response Automation ToolGoogle Signature to Contact ConverterKnowledgeBlogAboutUsing Persuasion Architecture to Drive Sales When is the last time you bought a lottery ticket?The majority of […]

One of the biggest myths I encounter when it comes to outsourcing is that once you’ve outsourced something you don’t have to think about it at all.   If you care about something enough to want to see it done (even if it’s not by you), you’re still going to end up feeling some concern […]

I see piles of content every day. 80% of what I read leaves me thinking, “What was the point of that?” Most people seem to write and post content with no purpose whatsoever beyond the internet equivalent of enjoying the sound of their own voices, or trying to fill some b.s. post quota or word […]

I know 200 people that would love to make a quick buck, but only about 2 that are willing to put in the extra time and effort it takes to make a sustainable buck.   Take selling on Amazon: I see lots of people turning to FBA selling as a little side hustle to make […]

© 2008-2019 Optimized Owner. All rights reserved.