If you’re doing outbound sales, you know the grind: dial, wait, leave a voicemail, repeat. It’s boring, it’s time-consuming, and—let’s be honest—you probably say the same thing every time anyway. That’s where voicemail drops come in. If you’re using Aloware, you can skip the robotic repetition and drop a pre-recorded message with a click, freeing you up to actually talk to people who pick up.
This guide is for sales pros, SDRs, or anyone who wants to spend less time leaving voicemails and more time having real conversations. I’ll walk you through exactly how to set up voicemail drops in Aloware, what’s worth doing (and skipping), and how to avoid the common screw-ups that make your voicemails sound like, well, a robot left them.
Why Voicemail Drops?
Before we jump in, let’s get clear: voicemail drops are not magic. They won’t 10x your conversion rate. What they do is save you the repetitive hassle of saying the same thing 30 times a day. Used right, they help you:
- Save time: Focus on live calls, not repeating yourself.
- Stay consistent: No more fumbling or awkward pauses.
- Sound professional (if you do it right): You can record your best version, not your 5pm-I-need-coffee version.
But—and this is important—voicemail drops are not an excuse to spam people or sound like a robot. If you abuse them, people will spot it a mile away and tune you out.
Step 1: Get Your Voicemail Script Right
Don’t just recycle whatever script marketing hands you. Your voicemail should sound like a real person, not a commercial.
Keep it short: 20-30 seconds. Any longer and people delete it.
Sound human: Use your normal speaking voice. Don’t read like you’re on NPR.
Get to the point: Who are you, why are you calling, and what do you want them to do next?
Skip the fluff: No “I know you’re busy” or “I just wanted to touch base.” Be specific.
Example script:
“Hey, this is Alex from Acme Widgets. Sorry I missed you. I’ve got a quick idea that could help you cut down your shipping time. If that’s interesting, call me back at 555-123-4567. Thanks!”
Pro tip: Record a few versions and ask a colleague which one sounds most natural. If you cringe when you hear it, scrap it and try again.
Step 2: Record Your Voicemail in Aloware
Aloware makes it pretty painless to record and upload voicemail drops. Here’s how:
- Log in to Aloware.
- Go to the “Assets” section (sometimes labeled “Voicemail Drops” or similar, depending on your version).
- Click “Add New” or “Upload Voicemail.”
- You’ll usually have two options:
- Record directly: Hit the record button, speak your script, and save.
- Upload a file: Record on your phone or computer (sometimes easier for audio quality), then upload the .mp3 or .wav file.
What actually works: - Use a good microphone—your laptop mic is fine, but don’t record in a noisy café. - Smile while you talk. It sounds cheesy, but it makes your voice warmer. - Don’t overthink “audio quality.” You’re not making a podcast. Just avoid sounding muffled.
What to skip: - Don’t add music or effects. It’s a voicemail, not a radio ad. - Don’t try to sound like a radio announcer. Just be you.
Step 3: Assign Your Voicemail Drop to the Right Campaign or Number
No point recording a killer voicemail if it’s not set up where you need it.
- In Aloware, navigate to the campaign or dialer settings where you make your calls.
- Find the “Voicemail Drop” option (sometimes under “Call Settings”).
- Select your recorded voicemail from the dropdown or library.
- Save your settings.
Pro tip: If you run different campaigns (say, cold outreach vs. follow-ups), make targeted voicemail drops for each. Don’t blast the same generic message to everyone. People can tell.
Step 4: Use Voicemail Drops During Calls
Here’s where the time savings actually happen.
- Start your call as usual.
- If you hit voicemail (or just know you’re not getting an answer), look for the “Voicemail Drop” button in your Aloware dialer.
- Click to drop your pre-recorded message, then hang up and move on. Aloware will finish playing your message even after you disconnect.
What works: - Drop the voicemail as soon as you hit the beep. - Move right to the next call. Don’t wait around.
What to ignore: - Don’t try to leave a custom message every time. That defeats the point. - Don’t overuse it—if you’re calling someone repeatedly, mix it up so you don’t sound automated.
Heads up: Some phone systems can cut off your message or flag it as spam if the drop isn’t timed well. If you notice a lot of your voicemails aren’t being delivered, try adjusting your drop timing or ask Aloware support for advice.
Step 5: Track Your Results (But Don’t Obsess)
Aloware gives you basic analytics—voicemails delivered, callbacks, etc. Use this to spot trends, but don’t get lost in the weeds.
- If no one ever calls you back, tweak your message.
- If people say “wow, that was definitely a recording,” make it sound more natural.
- Don’t expect miracles. Voicemails are just one touchpoint.
What matters: Are you booking more conversations? Are you spending less time leaving voicemails? That’s success.
Common Mistakes (and How to Avoid Them)
- Sounding too generic: If your voicemail could be sent to anyone, it won’t get attention. Use specifics—mention their company or pain point if you can.
- Talking too long: People don’t have the patience. 20-30 seconds, max.
- Overusing the feature: Dropping the same message on every attempt gets old fast. Alternate with live voicemails if you call the same list.
- Ignoring compliance: Some regions (especially outside the US) have rules about automated messages. Double-check before blasting away.
Pro Tips for Not Sounding Like a Robot
- Vary your tone: Don’t read like you’re reciting your grocery list.
- Pause naturally: If you stumble, that’s fine. Real people do that.
- Personalize lightly: In really high-value cases, record a quick custom drop for just that prospect. It takes 30 seconds and stands out.
Is It Worth It? Honest Take
Voicemail drops won’t fix a bad sales process or an uninteresting offer. But if you’re already making lots of outbound calls, they’re a real time-saver. Don’t expect people to suddenly call you back in droves—most won’t. That’s just the math of cold outreach.
Used right, you’ll free up time to do work that actually moves the needle: follow up with hot leads, write better emails, or—dare I say—take a break.
Keep It Simple (and Iterate)
Set up your voicemail drops, try them for a week, and see what happens. Don’t overcomplicate it with ten different scripts or endless tweaks. If you’re saving time and still getting responses, you’re on the right track. If not, adjust and move on. The goal is less busywork, more real conversations.
Now, go record your message—just don’t make it sound like you’re reading this article.