How To Avoid the "Startle Factor"

When someone answers the phone and says hello, they expect an immediate response.  So it's no surprise that folks may become a little startled when they hear a recording answering them.  It takes them a split second to recognize that they are listening to a recording and not a live person.  Moreover, as they make that mental adjustment, they will probably miss what you are saying in the first few seconds.  That's why it's important to "ease" into the message to let folks adjust to what they are hearing.  Rather than start your message by saying, "This is John Smith from ABC Organization" which they won't comprehend or remember anyway because it's too fast -- you can start by saying "I'm glad I was able to reach you.  This is a recorded message from John Smith from ABC Organization, just calling to remind you that we have an important meeting next week."  Your recipients will be less startled and find it a more comfortable approach and you'll also find it more effective as well, especially if you are leaving a message on an answering machine and don't want your name accidentally cut off while the recipient's recorder is starting.