Maintaining a professional persona requires employees to pay attention to the etiquette and detail of using voicemail. Using voicemail productively and properly, when managing conversations, will help you be a more effective business professional.
What is Virtual Voicemail?
Virtual voicemail allows you to receive business related calls, even if you're not available. Similar to a traditional voicemail, Virtual Landline's voicemail can be used as you would expect, with an add benefit of receiving your voicemail through email. This can be a great benefit to customer service departments, or a home-based sales team.
Voicemail can be a great tool to use, as the caller's tone is a great indicator of sentiment and intent, which you cannot always sense from a text or email; you know instantly on a voicemail if you are receiving a complaint or good news.
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Voicemail Ettiqute
If your voicemail could potentially be the first time a customer contacts your business, don't you want it to be a good one? Unenthusiastic, or outdated voicemails have the potential to damage your businesses' reputation before you have even called the customer back.
Today, we will cover some of the ways you can improve your voicemail etiquette and set your voicemail up to convert.
Keep your voicemail updated
Keeping an updated voicemail where you introduce yourself, explain your schedule and when you will be getting back to the caller can show the client that you are an organised person who is representing a professional business.
Creating these messages at the start of the week can be a great way to kick-start your Monday and plan out your schedule before your first cup of coffee.
Contact Information
Sometimes, customers just want to talk to you! If you have an alternate virtual phone number or work email address you can give, why not place it in your voicemail.
This could actually reduce the amount of voicemails you actually receive, as not every customer will like to do business over the phone and prefer an email chain.
Give appropriate reply times
If you know that you are going to be out of the office for the next couple of days, be transparent about it. Managing expectations is a large part of talking with clients, so avoid using terms such as “I'll be back with you soon” if you cannot answer their query on the same day.
Check your voicemail consistently
Make it a daily habit of checking your voicemail. This can be in the morning when you come into the office or even after lunch when you have taken your break from work.
Try to make it a daily habit of checking your voicemail. This can be in the morning when you come into the office, or even after lunch when you have taken your break from work. As long as you don't leave your customers waiting for too long, you should be fine.
Answer your phone
The last one maybe obvious, but we thought we would say it anyway. Answer the phone!
Sometimes picking up the phone can be challenging, especially if you've got deadlines and other in-person meetings going on, but answering customer queries can be a great way to improve customer relations and actually save you time in the future!
Tips on how to leave a voicemail
- Identify yourself and your company on a voicemail and leave clear, succinct points.
- You should leave your name, company, the date and time of your call, and your direct number.
- Speak using appropriate volume, speak clearly, and speak slowly so the person on the other and can understand what you have said.
General phone etiquette
- Voicemail should be simple to use, whether you use a desktop voicemail system, a digital version from your phone carrier, or your mobile phone carrier.
- Voicemail requires a "mailbox" or account for entering keypad commands, recording outgoing messages, and retrieving messages. You can read more on setting up your Virtual Landline voicemail.
- When you set up a mailbox, a space is created on a server for your messages. It opens a file where your digital messages can be stored. When you enter a passcode, you can listen to, or manipulate, your voicemail box.
Voicemail Tariffs
Virtual voicemail and voicemail etiquette can affect many aspects of your business, so it's important to have them as a top priority. If you are interested in acquiring your own virtual phone number, check our tariffs today.
For more phone-related information, be sure to check out our collection of blogs.
Transitioning from a single business phone number to a fully integrated phone system was a significant step, and Virtual Landline made the process seamless. Their platform offers a robust set of features—call routing, voicemail-to-email, multi-user support, and more—that were clearly explained and easy to implement. The onboarding process was smooth, and within just a few days, we began seeing improved efficiency and communication across the team. For any business seeking a scalable, cloud-based phone solution, Virtual Landline is a solid choice.
Kieran handled our recent transition to the new Virtual Landline call management system. The migration process of our business VoIP was smooth, and the onboarding video call to explain the system’s features and benefits was clear and informative. For anyone considering Virtual Landline as their VOIP service provider, rest assured—you’re making a reliable choice.
Virtual Landline made the setup process refreshingly simple. Their range of plans offers excellent flexibility and affordability, making it easy to find the right fit for your needs. What really stands out is the scalability of the service—it's reassuring to know that as my business grows, Virtual Landline has the features and support in place to grow alongside it. A smart choice for any business looking for reliable VOIP solutions.
Great to speak to a UK based call centre on the phone, Dan couldn't have been more helpful and friendly! Everything was explained clearly, and the switch over to Virtual Landline from my old copper landline went really smoothly. It did exactly what it promised. Really happy with how easy it all was.