Voice Mail Tips

By Annie Jennings - Feb 26 , 2008

1. Your voice mail message should always include your phone number twice–once at the beginning and again at the end of the voice mail. Speak at a fast pace when leaving a voice mail BUT slow down and speak clearly when leaving the contact information. It is very frustrating for the producer to miss the phone number and have to replay the voice mail message.2. The “30 Second Voice Mail Pitch!” Never ramble. Lead with your strengths and focus on the benefit to the listener. Pick one or two benefits that the listener can use immediately to make their life better. This will not be your only chance to pitch to that media contact. Believe me, there will be more voice mails to follow! Practice your “30 Second Pitch” until you can say it naturally and conversationally with enthusiasm and joy.

3. Never leave more than one message per day EVER. I usually like to keep the follow-up process to leaving a message once every two to three days for radio, four to five days for TV, and weekly for Print.

4. Keep calling and try to actually speak to the person. Try to find out when they will be available from the receptionist. Email the contact letting him/her know you would like to call at a specified time. Then set your clock and CALL. But be ready with your “30 Second Pitch.”

5. It is always better to speak personally to your contact. I like to say in my office, “Voice mail is pretend work!” But with these tips you can make voice mail work for you.

6. Always fax or email information pertaining to your subject matter. This way, the media contact will have something in their hands with your phone number on it that makes it easier for them to contact you.

7. When following up on your fax or email, never simply say, Did you get my fax or my email? Always say, “I am just following up on my email about . . . (and go into a few exciting points about your topic).” This refreshes their memory plus allows you to get another “pitch” in.

8. Never leave the same message twice. Always change your “message” to include another great point about why they would want to have you on. Keep changing the content until you get the results you desire.

9. Practice leaving yourself a message—and if you get bored listening to yourself, then you know you are in trouble! Your voice mail is an audition. Preparation is the key–know what you are going to say, and then say it with high energy and confidence!

10. Speak on the loud side and prepare your pitch. Practice your pitch on some smaller stations FIRST to work out the glitches. Never wing your pitch, and cut out all of the “umms.”

EXTRA TIP: You must capture the attention of the producer within the first 10 seconds–or else your phone call will be wasted. Your message will be deleted. Your voice and tonality is the key. Do NOT be monotone and boring because, no matter what you are saying, you will NOT be heard. Only practice and becoming comfortable with your script will let you sound natural and flexible. Be excited and raise and lower your tonality, essentially mesmerizing the listener with a high-quality, easy to listen to, flow of information.

MOST IMPORTANT OF ALL: Your voice mail is an audition for the interview–if your message is filled with verbal talent, enthusiasm, credentials, and knowledge–they will like you, and call you back!