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Please leave a message after the beep.....or NOT!

By Bryant Tutas

Real Estate Broker/Owner with Tutas Towne Realty, Inc and Garden Views Realty, LLC BK607690

November 17, 2007 07:38 AM

Hi folks. This post is a follow up to my post earlier this week, "One ringy dingy.....two ringy dingy!" If you read that post then you know I am a firm believer in answering the phone when it rings. There are occasions, however, when I can't and in those cases the caller will get my voice mail, which leads me to today's post.

Your voice mail may very well be the first contact a consumer has with you. With that in mind, it's important that your voice mail is a reflection of who you are and how your handle your business. In my daily business I have many opportunities to leave messages on others' voice mails. Sometimes I leave a message and sometimes I don't.

I only leave a message when I know for sure that I am leaving my message on the right voice mail. It actually surprises me how many times I can't tell, by the message, who I'm calling. I'm sure you have all experienced these types of messages or worse yet....no messages at all. Here are a few examples of what I am referring to:

"This is Jim leave a message"

"Please leave a message after the beep"

"This voice mail is full please call back later"

"Beep"

And of course we all get the screaming kids in the background or a message you just can't understand for whatever reason.

Well, when I get these types of messages I for one don't leave a message and I can assure you many consumers do not leave one either. They call the next name on their list.

Now I'm a simple man and believe in keeping things very simple. My voice mail is short, sweet and to the point. This is what it says, "Thank you for calling Tutas Towne Realty....this is Bryant....sorry I missed your call BUT your call is VERY important to me so please leave your name, your number and a detailed message and I WILL call you back quickly. Also....visit my website at www.poincianaproperties.com. Thanks again for calling and make it a great day!"

That's it. My message is about 20 seconds long and is recorded in a clear happy and upbeat voice. Your message should always be 30 seconds or less. Less is best. My message, though very short, achieves the following:

Lets them know they have reached Tutas Towne Realty.

Gives them my name.

Lets them know their call is important to me.

Lets them know I will call back quickly(and I do).

Gives them my website address.

Lets them know, by the tone of my voice, that I am professional, optimistic and a good communicator.

Helps them feel comfortable leaving me a message. And they are because they do.

One last thing, this also works in reverse when LEAVING a message. Speak clearly and slowly. Leave your name and the reason for your call. Most importantly, leave your return phone number, TWICE. That's right....twice. Say it slowly and then say it again. I can't count how many messages I'm unable to return during the week because they either didn't leave a number at all or they spoke so fast I couldn't understand a word they said. So slow down and get it right. Maybe those REALTORS® aren't calling you back with showing instructions because they can't decipher your message.

That's it folks, a short, sweet and to the point post about short, sweet and to the point voice mail messages. So how's your message? Not sure? Then call it and find out. Make changes if necessary. Please leave a comment after the beep. BEEP!

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Daniel Sundberg

Crystal Springs Real Estate - Kentwood, MI

Short and Sweet, and Loud and Clear. Isn't that how every conversation should go?

Nov 17, 2007 02:44 PM

Darleen McCullen

Raleigh, NC

Broker - Raleigh, NC Real Estate

I think it's a great idea to change the voicemail message daily to reflect the date, as well as the agent's schedule - if they're not going to be able to get back with clients within an hour. (Maybe I think it's a great idea to change it daily because I do it!) :-)

I like your idea about giving your Website address - and asking those who leave messages to leave their phone number twice.

Nov 17, 2007 03:12 PM

Matthew J Blum - (retired from the business)

Palm Beach Gardens, FL

Bryant, Your video's are always great. I was watching NBC the other morning and they had a "Expert" (Excuse me hard to actually type that word) on saying the Real Estate is a great time to buy because ALL the sellers are desperate she want on to say that if you see a home on the market for 200K you should offer 125K and see what happens. I am sure their might be some people that would do this but holy BEEP. If I was the seller I think you would have to remove my foot from someone's orifice.:-)

Nov 17, 2007 10:51 PM

"The Lovely Wife" The One And Only TLW.

President-Tutas Towne Realty, Inc. - Kissimmee, FL

You're not the boss of me.

Just ask Bertha about that :)

TLW...ROAR!

Nov 18, 2007 12:18 AM

Rich Kruse

Gryphon USA, Ltd. - Columbus, OH

This should be taught in school.

"Leave a detailed message". Can't tell you how many I get saying "This is Jim. Call me back at...." Most times I have no idea which Jim it is or why I should call them back. Every now and then I will return that call and it ends up being someone I didn't want or need to talk to.

Nov 18, 2007 01:32 AM

Teresa Boardman

Boardman Realty - Saint Paul, MN

You are right,keep it short and professional. The "your call is important to us" I am not so sure about. I know you really mean it but it is used by a lot of folks who do not. I use "I am sorry that I missed your call, please leave a message, I will return your call promptly". My onw policy is to return any calls within two hours during business hours if I am with clients or giving a presentation. If I am in my office working and I miss one I try to get it with in thirty MN.

Nov 18, 2007 02:07 AM

Bryant Tutas

Tutas Towne Realty, Inc and Garden Views Realty, LLC - Winter Garden, FL

Selling Florida one home at a time

Well hello Teresa. I hope all is well with you. Most folks that call me already know through my blog, ads or whatever. They no I'm sincere. Also, if you listen to my message my voice inflections and cheerful attitude make it pretty clear. BUT we certainly have to find what works for us and our own unique personalities. The key is to do something that intices the caller to leave a message. How we achieve that doens't really matter.

Rich, I always leave detailed messages. I don't like playing phone tag. Let me know what you need so I can address it and leave the info if I get the vpoice mail on the call back. Leaving and receiving detailed messages is a HUGE time saver.

TLW, No I am not the boss of you. Nor would I want to be. You're to complicated:)

Matt, I didn't see that segment but did read about it. Great advice. NOT!! For example I just placed ahome on the market Friday at $189,000. The tax assessed value is $225,000 and market value is probably about the same right now. A buyer would be missing out on an excellent deal if they took her advice. Even at full price it's 20% below market.

Darlene, If it works stick to it. BUT you best call me back in the time frame you have given me on your voice mail or I and the consumer will be turned off. I think that's the biggest issue. I have left many messages for folks whose voice mail says they will return all calls between 12 and 2 and then they don't. That tells me immediately that they don't do what they say. So be sure to live up to your message.

Daniel, I think so. I'm a Readers digest type of guy. I want my info quickly and precisely. I don't need or want it explained to me.

WooHoo, I can relate to that. TLW says I'm always screaming at people!!! Hey at lesst they can't say they didn't hear me.

Lynda, I'm sure you have excellent communications skill. You wouldn't have survived in this business for so long without them. Read my comment to Darlene above.

George, you feel like I do. I truly hate missing an opportunity because I can't decipher the message. It actually bugs me all day long.

Susan, The no number left really iritates me. I feel your pain.

Lizette, You know several people have mentioned that. TLW can hear it I can't. I guess the pitch is to high for my manly ears:) God gave us that gift so we can tune out women.

Nov 18, 2007 02:48 AM

Tom Plant

WINEormous.com - Murrieta, CA

Bryant - Another outstanding post. Those are all excellent points, and I too hear messages that make me cringe. I hope this will be a wake up call for a few who read it. Great video, too. Thanks.

Nov 18, 2007 04:29 AM

Debbie Summers

Charles Rutenberg Realty - New Smyrna Beach, FL

BB- OMG... So Funny, So True. I'm still laughing. Just emailed your post to another REALTOR, she just emailed and said that you are her hero!

Nov 18, 2007 04:33 AM

Bryant Tutas

Tutas Towne Realty, Inc and Garden Views Realty, LLC - Winter Garden, FL

Selling Florida one home at a time

Tom, Thanks for stopping. Glad you liked the video. It was fun to make. Not sure how the REALTOR(R) on hold felt about it but oh well.....such is life:)

Debbie, I've never been a hero before! Yippee!!!!!

Nov 18, 2007 07:41 AM

Sal Poliandro - Helping People Win

RE/MAX Properties - Ridgewood, NJ

Broker Associate

Bryant - This is a great post and a great video. I'm going to have start reading your blog and watching your videos. It looks like you're doing some great stuff!

Nov 18, 2007 08:55 AM

Bryant Tutas

Tutas Towne Realty, Inc and Garden Views Realty, LLC - Winter Garden, FL

Selling Florida one home at a time

Thanks Sal. Stop by anytime. This is the "free to speak your mind" zone:) All are welcomed. If you want to be amused click on the video tag in my sidebar I have about 15 of them. Just be prepared to see a 6'2 265 lb man dressed in drag and you will be alright.

Here you go, I'll make it easy for you:

VIDEOS FROM RAOR! PRODUCTIONS.

Nov 18, 2007 09:02 AM

Gabriel Silverstein

Angelic Real Estate, LLC - New York, NY

SIOR

I HATE it when I receive a voicemail that goes for two minutes only to have very rushed and completely undecipherable phone number left at the end. You're right BB, leave it twice, and leave it slowly, PLEASE!

Thanks for the chance to vent...

Nov 18, 2007 01:58 PM

Katrina Madewell

Charles Rutenberg Rlty- More than 5,000 agents(813) 777-1196 - Tampa, FL

Tampa FL Homes for sale | Tampa Bay - (813) 777-1196

yeah the "voicemail box is full" thing amazes me! I immediatly hang up and call the next person, your 1st thought is "this person doesn't work".

If you ever call me, you better just hit # immediately, right from the beginning... LOL :o)

Nov 18, 2007 04:51 PM

Christina Williams. REALTOR® TN property search & local insights

First Realty Company - Crossville, TN

Great advice... Nothing worse than a long voice mail. Thanks... I'm changing mine now.

Nov 19, 2007 02:27 AM

Bryant Tutas

Tutas Towne Realty, Inc and Garden Views Realty, LLC - Winter Garden, FL

Selling Florida one home at a time

Christina, Thanks for stopping by. Now go change that message.

Katrina, I keep forgetting about that # trick. Are you implying you have a looooooong winded message:)

Gabriel, Good to see you my friend. Foks make it soooo hard to return thier phone calls. I sure hate loosing business over a garbled message. I hope you have a great Thanksgiving.

Nov 19, 2007 06:46 AM

Gabriel Silverstein

Angelic Real Estate, LLC - New York, NY

SIOR

Thanks, BB, may your turkey day be wonderful as well. Look for angel and I on TV in the VIP seating for the McDonal's Thanksgiving Day Parade here in Chitown (probably in furs and hats - mine's a western hat with snakeskin band, unless I go with the fur hat).

Nov 19, 2007 03:09 PM

Todd Clark - Retired

eXp Realty LLC - Tigard, OR

Principle Broker Oregon

I also never leave a message on a phone that just has the phone company's message please leave a message for 503-xxx-xxxx. I am not leaving confidential messages for someone who may have typed in a phone number wrong in the MLS.

I expect when I call a professionals voice mail, I expect to get a professional message. What does it say about you that you don't even know enough about technology that you don't know how to change the message on your phone from the one that it came with to a personal and professional greeting!

Great post, yet again Bryant!

Nov 20, 2007 04:17 PM

Katerina Gasset

The Gasset Group & Get It Done For Me Virtual Services - Provo, UT

Amplify Your Real Estate & Life Dreams!

Bryant- I love it when they go to our website because we told them to on our message or when they email me! It is great! You are really missing a great marketing opportunity when you do not have your website on your message. I also tell people when I am leaving a message that they can email me. Katerina

Nov 23, 2007 08:11 AM

Dan Forbes

Bradenton, FL

Hello? Hello?...Can you hear me? Hello? This #$&% cell phone is cutting out again. I was trying to leave you a message with my worthless cell phone. Don't you love it.

Nov 28, 2007 09:11 AM