During a recent analysis of a selling organization, I conducted a mystery-shopping excursion to determine the best practices and limitations of the sales group. What I found is common in most organizations.

How often do you listen to your voice mail? How often do you change it? How often do you obtain specificity in the message?

Voice mail services two purposes: 1) to enable your caller to leave a specific message for you and 2) for you to leave specificity on your return call. However individuals will not leave specifics if you do not disclaim how. For example during my mystery excursion the following message was left [name changed to protect the guilty] “Hello this is Rhonda please leave a message at the tone.” The last time I heard this was 15 years ago when voice mail was introduced.

Proper business voice mail should stipulate your name, the firm name, what you want your caller to do and the actions you will take upon receipt of the message. I tell callers to leave a brief message, the best telephone number and time to ring them and that I return their call in 90 minutes. Action is required otherwise your message becomes driftwood in a sea of eternity.

Your voice message must depict your professionalism, your ethics and your responsibility.

The second common selling issue is the identity of the firm when calling a main switchboard. During recent client analysis I ring up the reception area only to have been immediately placed on hold or immediately transferred to another party. Emergency responders take more time to diagnose my issue!

Reception is the first line of organizational identity. Rushing parties off the line, placing them on hold, using mechanistic approaches are methods that destroy prospective client interactions. 45% of every customer interaction involves some level of customer service. Do not allow prospective customers to judge a book by its cover, make a good first impression and treat ‘em right!

©2010. Drew Stevens PhD. All Rights Reserved.

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Drew Stevens is one of the world’s leading authorities on business development and customer satisfaction. Drew is the author of the successful sales process book Split Second Selling. He is also the creator of the Sales Leadership Certificate one of only 14 programs in the United States offering an accredited degree in the profession of selling and has a top ranked podcast called Sales Fitness. To discover how Dr. Drew can assist your organization to increase their business development skills visit hime at www.stevensconsultinggroup.com