How to Change Your Voicemail: A Simple and Easy Guide

Voicemail has become an essential feature of modern-day communication. However, gone are the days of standard and boring voicemail messages that don’t provide any personalization or context. Customizing your voicemail message not only makes it more engaging but also helps create a professional image for yourself or your business. Did you know that 72% of all business calls go to voicemail? That means your personalized voicemail message is your first impression on potential clients or customers. In this guide, we’ll take you through step-by-step instructions for changing your voicemail message, along with tips for creating an effective and professional voicemail greeting.

Why You Should Customize Your Voicemail

Customizing your voicemail may seem like a small detail, but it can make a big difference in how you are perceived by callers. Here are some reasons why you should take the time to personalize your voicemail message:

Professionalism: A customized voicemail message shows that you are organized and professional. It gives callers confidence that their message will be heard and taken seriously.
Branding: If you have your own business or personal brand, customizing your voicemail message can help reinforce your image in the minds of callers. This is especially important if you are trying to establish yourself as an expert or thought leader in your field.
Personalization: A generic voicemail message can make callers feel like they are not important to you. By customizing your message, you can show that you value their call and appreciate their effort to reach out to you.
Efficiency: Customizing your voicemail message with specific instructions (e.g. “Please leave your name and number, and I will return your call within 24 hours”) can help streamline communication and reduce the need for back-and-forth phone tag.

Overall, customizing your voicemail message is a simple yet effective way to improve your professional image and enhance your communication with callers. So next time you’re tempted to stick with the default voicemail greeting, consider the benefits of personalization and take the time to create a message that reflects your brand and values.

How to Change Your Voicemail

Step 1: Access Your Voicemail

Before you can change your voicemail message, you need to know how to access your voicemail. The first thing you’ll need is your PIN code. This is a security feature that prevents unauthorized access to your voicemail.

To access your voicemail, simply dial your own phone number from your phone or another phone. Once the call connects, wait for your voicemail greeting to start playing. Then, press the “*” key on your phone’s keypad. Next, enter your PIN code when prompted.

If you don’t know your PIN code, you may need to contact your phone carrier to reset it. Some carriers also allow you to change your PIN code online or through their mobile app.

It’s important to keep your PIN code secure and not share it with anyone else. This will help protect your voicemail messages from unauthorized access.

In summary, accessing your voicemail is the first step to changing your voicemail message. Make sure to keep your PIN code secure and follow your carrier’s instructions for resetting it if necessary.

Step 2: Listen to Current Voicemail Message

Before you can change your voicemail message, you need to listen to your current one. Listening to your current voicemail message will help you understand what kind of impression it might leave on callers and how you can improve it.

To listen to your current voicemail message, you first need to access your voicemail. Most phone plans have a dedicated voicemail button or you may be required to dial your own phone number and press the pound (#) key. Then, enter your PIN code to access your messages.

Once you are in your voicemail inbox, you can listen to your current message by selecting it from the list of messages. Pay attention to the tone of your voice, clarity of speech, and overall message. Is the message professional and helpful? Does it provide important information like your name, phone number, and any other necessary details?

If you find that your current message is difficult to understand or lacks important information, then it’s time to update it. Remember, your voicemail message is often the first impression callers will have of you, so it’s important to make sure it’s clear and effective.

By listening to your current voicemail message, you can identify areas for improvement and ensure that your new message is better suited to your needs. So take the time to listen carefully and make notes about what changes you want to make before moving on to the next step.

Step 3: Record Your New Voicemail Message

Now that you have accessed your voicemail and listened to your current message, it’s time to record your new voicemail. Recording a professional and effective voicemail message is crucial, as it can leave a lasting impression on callers.

To start recording, simply follow the instructions provided by your phone carrier. Typically, you will be prompted to press a key to begin recording. Once you hear the beep, begin speaking clearly and concisely. Keep in mind that you want to convey important information while keeping your message brief.

Here are some tips to help you create an effective voicemail message:

Introduce yourself: Start by introducing yourself and thanking the caller for reaching out to you.
State your purpose: Let the caller know the reason behind their call and what they can expect from leaving a message.
Provide alternative options: If there are other ways to reach you, such as an email or website, include those details in your message.
Be friendly and professional: Use a warm and welcoming tone of voice while maintaining professionalism.
Keep it short: Your message should not exceed 30 seconds. This ensures that the caller receives all important information without getting bored or frustrated.

Remember to speak slowly and clearly while recording your message. You can always redo the recording if you’re not satisfied with the first attempt.

Once you’ve recorded your message, listen to it to ensure it sounds clear and professional. If it meets your standards, save it and move on to the next step.

Step 4: Preview and Save Your New Voicemail Message

Congratulations, you’re almost done! After recording your new voicemail message, it’s important to preview it before saving it. This ensures that everything sounds just right and you catch any mistakes or errors that may have occurred during the recording process.

To preview your new voicemail, listen to it all the way through to make sure it flows smoothly and is easy to understand. If there are any issues, such as background noise or unclear wording, record a new message and try again until you get it just right.

Once you’re satisfied with your new voicemail message, it’s time to save it. Make sure to follow the instructions provided by your phone carrier or voicemail service to ensure that your message is saved correctly. This may involve pressing a certain button or entering a specific code.

It’s also a good idea to test your new voicemail message by calling your own number from another phone. This will give you a chance to hear how it sounds to others and make any last-minute adjustments if necessary.

Remember, your voicemail message is often the first impression someone has of you, so make sure it represents you well. With a little bit of practice and attention to detail, you can create a professional and effective voicemail message that will leave a positive impression on callers.

Tips for Making an Effective Voicemail Message

Keep It Short and Sweet

When creating a voicemail message, it’s important to keep it short and sweet. People are often busy and don’t have time to listen to a long-winded message. By keeping your message concise, you’ll increase the likelihood that your recipient will listen to the entire message and be able to quickly take action on any information you provide.

But how short is too short? As a general rule of thumb, aim for a message that lasts no longer than 30 seconds. This should be enough time to convey your message without getting into unnecessary details.

One way to ensure your message is short and sweet is to write down what you want to say before recording your message. This can help you stay focused on your key points and avoid rambling.

Another tip is to use clear and simple language. Avoid using industry jargon or technical terms that might confuse your recipient. Instead, use language that is easy to understand and relatable.

To illustrate the importance of keeping it short and sweet, consider the following example:

“Hi, this is Sarah. Sorry I missed your call. Just wanted to let you know that I received your message and will be calling you back shortly. Thanks!”

This message is short, sweet, and to the point. It conveys all the necessary information in just a few seconds, making it easy for the recipient to listen to and take action on.

In conclusion, keeping your voicemail message short and sweet is essential for ensuring that your message is heard and acted upon. By following these tips, you can create a message that is clear, concise, and effective.

Include Important Information

When recording a voicemail message, it’s important to include all of the necessary information that the caller may need. This includes your name, job title, and company name if applicable. However, there is other crucial information that should not be forgotten.

One of the most important pieces of information to include in your voicemail message is your contact details. This includes your phone number, email address, and any other relevant methods of communication. By providing this information, you make it easier for the caller to get in touch with you directly and efficiently.

It’s also essential to consider the reason for the call when including important information in your voicemail message. If the call is related to a specific project or issue, provide any relevant details that may help the caller get their query resolved more quickly. For example, if the caller is following up on an invoice, be sure to include the invoice number and due date in your message.

Another critical factor to keep in mind is the tone of voice you use when delivering important information. Make sure to sound confident and professional when leaving your message, as this will increase the caller’s trust in your abilities and expertise.

Overall, by including all relevant information in your voicemail message, you can ensure that the caller receives a helpful and efficient response. So, take the time to think about what information is necessary for each call before recording your next voicemail message.

Be Professional

One of the most important aspects of leaving a voicemail message is maintaining a professional tone. This is especially crucial if you are calling a business or a potential employer. Your voicemail message is often the first impression that someone will have of you, so it’s important to make sure that you come across as polished and put-together.

To convey professionalism in your voicemail message, start by speaking slowly and clearly. Enunciate your words and avoid using filler words like “um” or “like.” While you should aim to sound friendly and approachable, you want to avoid sounding overly casual or unprofessional.

Consider including your name and the reason for your call early on in your message. This will help the listener quickly understand who you are and why you are calling. If you are calling a potential employer, make sure to mention your name, the position you applied for, and where you saw the job posting.

It’s also important to keep in mind that your tone of voice can convey a lot about your level of professionalism. Avoiding using a monotone voice, or sounding bored or disinterested. Try to sound upbeat and energetic, without being too over-the-top.

Here are some additional tips for maintaining a professional tone in your voicemail message:

Avoid using slang or profanity
Keep your message concise and to-the-point
Avoid speaking too quickly, as this can be difficult for listeners to understand

By taking the time to craft a professional-sounding voicemail message, you can ensure that you leave a positive impression on the listener. Whether you’re calling a business contact or a potential employer, a polished and professional voicemail message can set you apart from the competition.

Update Regularly

Updating your voicemail message regularly is important to ensure that callers receive accurate and up-to-date information. If your voicemail message contains outdated or irrelevant information, it can be frustrating for callers and may even lead to missed opportunities or misunderstandings.

One of the most common reasons to update your voicemail message is to include time-sensitive information. For example, if you are going on vacation or will be out of the office for an extended period, it is important to let callers know when they can expect a response. Similarly, if you have recently changed your phone number or email address, be sure to update your voicemail message with your new contact details.

In addition to time-sensitive information, there may be other reasons to update your voicemail message. For example, if you have recently launched a new product or service, you may want to include a brief message about it in your voicemail greeting. Alternatively, if you have recently won an award or achieved a significant milestone, you may want to share this news with callers.

It is generally a good idea to update your voicemail message at least once every few months, even if there have been no major changes in your availability or contact details. This helps to keep your message fresh and engaging, and demonstrates to callers that you are proactive and responsive.

In conclusion, updating your voicemail message regularly is an important part of maintaining effective communication with your callers. By including time-sensitive information and keeping your message current and engaging, you can ensure that callers receive the information they need and feel confident that you are available and responsive.
In conclusion, changing your voicemail may seem like a small and insignificant task, but it can make a huge difference in how you present yourself to callers. By customizing your voicemail, you can add a personal touch, convey important information, and showcase your professionalism. Remember to keep your message short and sweet, include contact details, adopt a professional tone of voice, and update your voicemail regularly. With these simple steps, you can create an effective voicemail message that will leave a lasting impression on your callers. So go ahead, take a few minutes to change your voicemail, and see the positive impact it can have on your communication and relationships.