If you’re in sales or customer outreach, you know the pain of leaving the same voicemail over and over. That’s where voicemail drop comes in—automate the boring parts, free up your brain, and keep moving. But if you’ve just started with Kixie and you want voicemail drop to actually work (not sound robotic, not make you look lazy), you’ll need to set it up right. This is the guide I wish I had when I started.
This is for anyone using Kixie’s voicemail drop—SDRs, AEs, support, or anyone tired of repeating themselves. Let’s get into it.
What Is Voicemail Drop, Really?
Let’s cut through the marketing fluff. Voicemail drop is simple: you pre-record a message, and when you hit a prospect’s voicemail, you click a button to “drop” your recording instead of saying the same thing live. You’re not spamming; you’re saving time. But it’s only as effective as the setup and the quality of your message.
When it’s done well, the recipient never knows it wasn’t left live. When it’s done poorly, you sound like a robot—or worse, your message gets cut off and you look sloppy.
Step 1: Get Your Equipment and Settings Right
Before you hit “record,” make sure you’re set up for success. Don’t skip this stuff; bad audio is the fastest way to sound unprofessional.
- Use a decent microphone. Your laptop mic is probably fine for Zoom, but for voicemail recordings, use a headset or USB mic. Test a few recordings and listen back.
- Find a quiet space. No barking dogs, no background chatter. You don’t need a studio, but you do need a door that closes.
- Check your Kixie integration. If you’re using a CRM, make sure it’s connected and syncing before you start calling.
- Update your browser. Kixie runs in your browser, and an outdated Chrome or Edge can cause weird audio bugs.
Pro Tip: Do a test call to your own cell and drop a voicemail. Listen to what your prospects will actually hear.
Step 2: Write (Don’t Wing) Your Voicemail Script
Yes, you need a script. No, it shouldn’t sound like one. The goal is to be clear, concise, and human.
What works: - Keep it under 20 seconds. Anything longer, and people tune out. - Use the same tone you would in a real call. Imagine you’re talking to one person, not broadcasting to a crowd. - State your name, company, and why you’re calling—quickly. - End with a simple callback or next step.
What doesn’t: - Overly formal intros (“Good afternoon, this is Mr. Johnson from XYZ Solutions, hoping to connect regarding synergistic...”). Just, no. - Asking for too much (“Let’s schedule a 30-minute demo...”). - Rushing. People can tell.
Example:
“Hi, this is Jamie from Kixie. Sorry I missed you. I just had a quick question about your sales process. You can call me back at 555-1234. Thanks!”
If you’re calling different types of prospects, record a few versions. Don’t reuse the same generic message for everyone.
Step 3: Record Your Voicemails in Kixie
Kixie makes it easy, but the first time you do it, you’ll probably cringe at your own voice. That’s normal.
How to record: 1. In Kixie PowerCall, find the Voicemail Drop section (usually a cassette tape icon). 2. Click “Add Voicemail,” and follow the prompts to record. 3. Name your recording something obvious—like “Outbound Intro” or “Follow-up.” 4. Play back your recording. If you hear static, background noise, or you sound like you’re underwater, redo it.
Don’t ignore: - Awkward silences at the start or end. Trim or re-record if needed. - Volume too high or low. - Background noise you missed while recording.
Pro Tip: If you stumble over a word, just stop and start again. Don’t edit it together—just get a clean take.
Step 4: Test the Drop—Don’t Assume It Works
This is the step almost everyone skips. Don’t.
- Call your own phone or a colleague’s and use the voicemail drop.
- Listen to the full message as the recipient would.
- Watch for message cutoffs—some voicemail systems beep late, so your message could start too soon.
- Make sure there’s a short pause before you start speaking. Many systems chop off the first second.
If you hear: - The message starts mid-sentence: Add a second of silence at the start. - Your voice sounds tinny or distorted: Try a different mic or browser. - There’s a long gap before your voice starts: Shorten the silence at the beginning.
Pro Tip: Save the final version as your “master” and upload it to Kixie, not the test versions.
Step 5: Use Voicemail Drop Wisely—Don’t Overdo It
Just because you can drop voicemails on every call doesn’t mean you should. People can tell when it’s a canned message, especially if you’re calling the same company or area repeatedly.
- Mix it up. Use different drops for different campaigns or call lists.
- Don’t drop on every call. Sometimes it’s better to leave a custom message, especially for high-value prospects.
- Don’t be lazy. If you accidentally drop the wrong message (e.g., mentioning the wrong company), it’s better to just hang up and try again later.
What to ignore: The hype that says voicemail drop will 10x your callbacks. It’s a timesaver, not a magic bullet.
Step 6: Track Performance—But Don’t Obsess
Kixie gives you reports on who you called, when, and what happened. Use them to spot trends, not to micromanage your team (or yourself).
- Are you getting more callbacks with one message vs. another? Adjust.
- Are people calling back annoyed? Rethink your script.
- Is your message being cut off, or never played? That’s a technical issue—fix it early.
But don’t get bogged down chasing tiny improvements. Good voicemail drops save time and keep you moving, not stuck in analytics hell.
Step 7: Keep Improving, But Don’t Overthink It
Voicemail drop isn’t a set-it-and-forget-it tool. Every few months, listen to your own messages. Ask a colleague for feedback. Ruthlessly delete old, outdated scripts.
- Update your drops when your pitch changes.
- Refresh your tone if you sound bored or stale.
- Don’t be afraid to scrap what isn’t working.
Common Pitfalls (And How to Avoid Them)
You can read best practices all day, but here’s what actually trips people up:
- Sounding like a robot. If you record when you’re tired or bored, it shows. Stand up, smile, and talk like you would to a friend.
- Using the same drop for every list. One-size-fits-all messages rarely fit anyone well.
- Ignoring feedback. If people mention your voicemail sounded weird, don’t ignore them.
- Not testing after browser updates. Sometimes, Chrome or Edge updates can break your audio settings. Test after every update.
Final Thoughts: Keep It Simple and Iterate
Voicemail drop in Kixie is a genuine time-saver, but only if you set it up thoughtfully and keep it human. Don’t chase perfection—just aim for clear, friendly, and error-free. Set aside time every quarter to listen to your drops and tweak as needed.
Don’t let the tech get in your way. Focus on the basics, and keep moving forward. The best voicemail drop is the one you don’t have to think about—just click, drop, and get on with your day.