When your prospective client calls you back, try to answer your phone by the third ring. If you are unable to answer the phone, your voicemail should pick up by the third ring and encourage your prospect to work with you. These tips can help:

• Your greeting is clear and professional. Be short and to the point. If you have to practice and rehearse it a few times, that’s ok.

• Your outbound message includes your name and company. It should also include clear instructions as to what information you need from the caller. Remind the caller to leave their phone number, best time to return their call and a brief subject.

• Your greeting includes any relevant information your prospective client might want to know. For example, when they should expect a call back from you, if there is another, faster way to reach you (e.g. via text, email,  or another phone number), if you are going out of town or will be out of the office.

Don’t forget to check your messages regularly and promptly return phone calls! Research shows you will have the best success if you can call the prospect back within 5 minutes. However, returning their call within 4 hours will still make a positive statement about you and your image. It will also let them know you are interested in their business and that you are attentive. 

When you speak to the homeowner, practice active listening and other good communication skills. If you need to, take notes. Ask for correct spelling, if necessary, etc. Write down the caller's name and other pertinent information, refer to the information you know about them and their project during your conversation.