Sign & Digital Graphics

August '18

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S I G N & D I G I T A L G R A P H I C S • August 2018 • 23 and courteously encourage this person to shift their attention from daily tasks to the reason for my call? • What is my purpose for the call? What do I want the receiver to do and know, and how do I expect him to feel as a result of my call? • How can I concisely present the benefits or rewards of returning my call? Or, if more appropriate, how could I thoughtfully explain the risks involved in not taking action on my message? If designing a template to fashion a consistent structure for your voice mail messages will help you develop long- lasting habits, then create one. Some of the most common components of a well-built message include identifying yourself, stating the reason for the call, a brief preview of your key points, the presentation of your key points, a quick summary of what should happen next, and a heartfelt thank you. More is Less, Less is More Your professionalism and conversa- tional delivery within the first few sen- tences of your message will determine whether the person you called is moved toward action or toward sending you to the deleted messages graveyard. Studies indicate many voicemailbox owners will abandon a significant portion of incom- ing messages in the first 15 to 20 sec- onds—or, put another way, not even halfway through most of them. A short, helpful greeting in a friendly tone is always business-appropriate. When you consistently offer a well- paced, upbeat start to a voicemail, you politely grab the attention of the person and can hold it for the duration of your message. Consider something like this: "Good morning, Beth. (pause) This is Vince DiCecco from Your Personal Business Trainer in Atlanta. (pause) I can best be reached at (pause) area code 7-7-0 (pause) 3-2-9 (pause) 5-1-0-7 (spoken clearly and deliberately). I am calling you today to…" You may include the day, date, and time of your call if the other party's greeting requests it and if you think it would aid the receiver, if he or she is in a different time zone, or if there's a time-sensitive aspect to your business together. The bottom line to voicemail effec- tiveness is to get your point across in 30 seconds or so, and inspire the listener to call back. Anything more than that can dilute the impact of your message. The reason for your call should be stated early and concisely. If you want the receiver to know something, offer it up immediately. If you want the person to do something, give guidance in a clear and direct man- ner. When should they call back? What are their options for future meeting dates, times, and locations? Consider grouping all of the "do" items together. The feeling part of your message is defined by your tone and the courtesies you extend to the receiver. If the tone of the message doesn't match your inten- tions, it can undermine its purpose. Be

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