I don’t know about you, but checking my voicemail isn’t the highlight of my day. More often than not, I delete a long message halfway through. It’s terrible when a friend asks, “Did you receive my message?” …Then tests me: “What did I say at the very end?” My secret’s out; they know I deleted it.

• Keep it under 30 seconds. Yes, that’s only half a minute. Assuming you’re leaving voicemails regularly, write down a few bullet points before you leave the message. Refer to these notes when leaving your message; this will help you with clarity, simplicity and better word choice.

• Who are you, and why are you calling? This seems like a no-brainer but when we are multitasking, we sometimes fumble due to not giving our undivided attention to the task at hand. Clearly state your name, your organization and why you are calling them in the first place. Are you following up from an email? Responding to their inquiry? Calling because you found their profile on PracticeLink? You get the picture; just make sure to be specific.

• Why should your opportunity be of interest to them? What sets your organization apart from its competitors? In our client workshops and webinars, this is what I refer to as you “elevator pitch” or “60-second sell.” Can you easily answer the question, “What makes your organization a great place to practice medicine?” Your answer to that very question is the meat of your message. Take this opportunity to communicate your value proposition in a clear, concise message.

• Personalize the message. Even if you do refer to a few general scripts to help you with leaving messages, it’s important to personalize the message as much as possible. Start out with a greeting like, “Hello Dr. Doe.” Physicians have told me in the past that it’s a turn off when a recruiter’s message sounds like reading from a script or sounds like it could be intended for anyone. Find something in their profile to let them know you are singling them out intentionally.

• Smile. Whether we are speaking publicly or just leaving messages, those on the receiving end can definitely get a vibe from our tone of voice. Smile, and enthusiasm (whether you’re faking it or not!) will shine through! I know that I would be more likely to listen to someone’s entire message and give them a ring back if they sounded genuinely excited about the information they are sharing.

• Tell them the next steps. Be direct. Let them know what the next steps are. Will you be calling them again, sending them an email, or waiting for their call? Don’t be ambiguous, and if you say you’re going to follow up, do it and in a timely manner.

By taking a few extra steps to make sure your messages are clear and concise, you’re saving both your and the physician’s valuable time. This may be your first impression to the candidates, so make it memorable enough that they’ll call you back right away!