What's your voice recording saying about you?
I apologize! If you are one of the people who have had to endure my voice recording to leave a message in the last year or so. Today is Saturday and I thought "Annnd, I think I'll do some clean up on my cell phone. What's that word "Greeting" there for?" Oh my gosh! When I played my voice message and it sounded terrible! There was background noise, it was way too casual, considering I also use this number for my work, and it sounded so dated with my choice of words. Certainly, I'm not the only one out there that needs to update their recording so I decided to share some tips. What to consider when you are recording a new voice message:
Who is the audience?
Will the people that call this number be expecting to reach you for work, personal communication or to leave detailed instructions or updates? In this age of texting more than talking, message options have become places to leave updates and lists of items, not just to have a conversation. Most people will not even leave a message and then expect you to see that they called and return that call when you are available.
Develop the message based on what the audience will benefit most from.
What do the callers need to know?
Now that you know who the audience is, what do they need to know?
If you are using the device for personal, I'm not sure I would tell everyone you are out of town! You can say that you won't have access to return calls until a specified date in a way that doesn't indicate that the house is ready for raiding.
If your audience is primarily work related, consider the terminology you use and what will help the caller to get the best customer service. (Major part of any business, right?) Is there someone else they can contact? Will there be a specific day you will be returning calls? If you use specific dates in your message, you must update the recording just like you do (You do, don't you?) your email out of office message. Pet peeve alert!
If you use real time specifics in your voice message, by all means update them when they change!
If you are using the messages for more specific needs related to business, consider what information the caller needs to leave for you. If there is order or delivery information, be sure to clarify exactly what you need and remind them to leave a call back number in case there are questions. And, if you are someone who does not check your voice mails often (Or ever!) leave a message to tell the caller you prefer to receive a text.
Leave specific instructions in your message about what the caller should tell you in their recording.
What is the best way to make the recording?
So now that you know what you need to say on your recording.
Don't read it! Practice your message and make bullet points for what you need to include. If you read your message, it will not sound like the real you. The caller picked up a phone to call and hear you, not the fake you. (This is a true courtesy now when texting is so relied upon.) You should say your message just like you are talking to a person face to face. (If you'd like more details on the benefits of authenticity, check out any of Brene Brown's content.)
Location, location, location! Find a place with little background noise and no echo. When I listened to my "before" voice message, it sounded like a refrigerator running in the background! Hmmm, I wonder if I was in the kitchen? This time, I used a headset with my phone and walked into a small closet. This reduced the static and the echo.
Play back your message to hear it before you decide that you're done. Did you wait too long to start talking? Did you talk too fast? Are you sending the message that you want to?
Don't read your recording message. Make it sound like the real you.