How Do Sales Teams Skip Gatekeepers And Reach Decision Makers?

 

You have a great offer, and a strong list, but you just can’t seem to get through the front desk. Don’t worry – everyone has these issues. Receptionists, assistants, voicemail menus, spam filters all prevent your representative from speaking to the person who will sign off on the deal. The trick is knowing what works. We’ve seen a lot of teams struggle with this issue, but those who are seeing success tend to use voicemail in a more intelligent way.

Why Gatekeepers Are Winning

Firstly let’s understand the issue. Gatekeepers are doing their job! They’re not intentionally being annoying. If they receive a call saying they’re following up then they’ve likely heard this a thousand times. They’ll take the message and never pass it on.

Even if you manage to bypass the human gatekeeper there is still a digital gatekeeper. Phone systems will pick up on unknown numbers. Decision makers will look at the screen and put you through to voicemail. You’ll then leave a 30 second ramble with a rushed phone number and give up. Simply dialling more won’t work. It’ll frustrate your representatives, burn through your lists and will make your numbers look worse each month.

What Is B2B Ringless Voicemail?

Simply put, B2B ringless voicemail allows you to leave a pre-recorded message in the contact’s voicemail inbox without ringing their phone. They’ll receive a voicemail alert and can listen to your message at their convenience.

The B2B element is important here. You’re not sending a coupon to consumers. You’re speaking to operation leads, owners, procurement managers etc who will protect their time as though it were gold. Whilst the tech is easy to understand, what matters is the message, list and who you’re targeting. This is a great way to use a ‘backdoor’ into the business.

How to Bypass the Front Desk With a Voicemail Drop

By calling the main number your representative will be at the mercy of the assistant. By using a ringless drop to a direct/mobile number, your message will go straight to the decision makers voicemail. There is no one deciding if it’s important enough.

You’re not sneaking around. You’re simply communicating with the person on their own channel. They’ll decide if they want to listen. Many will, as it feels more personal than an email with 60 other emails. It’s a real voice with your name attached. You’re giving them a clear reason to listen. Short messages are key. This is why you’ll see success with this method.

Why Personalised Ringless Voicemail Works

A generic drop will sound like a robocall and will be deleted within 2 seconds. Personalised ringless voicemail is the key to seeing success. By personalising your message you will see more callbacks.

This can be done by simply adding their first name, company name, industry or known issues they may face in their role. By saying ‘Hey Dana, just a quick note about scheduling issues I’ve been hearing from dental offices in your area’, the owner will notice it. It feels targeted. Whereas a generic message such as ‘Hello, we deliver solutions to growing businesses’ could be anyone. Make sure it sounds like you know who you’re talking to.

Short Messages for Busy Decision Makers

Your messages should be short. 20-30 seconds is ideal. State who you are, why you’re contacting them and one reason why they should care. Then give them a quick next step.

Do not sound like a news anchor reading from a script. Speak as if you met them at a conference. Speak slightly slower than usual, in a friendly tone. And only include one point. Representatives love to include 3 offers and a discount code. However, the listener will lose interest half way through. If they’re interested they’ll call.

When and How Often to Send

Most business owners will check their voicemail first thing in the morning or after their lunch break. Sending your drop in the middle of the morning on a Tuesday/Thursday usually works best. However, test with your audience. Contractors and accountants will have very different routines.

Don’t be greedy. Send one drop, a short follow-up email and maybe a second drop a week or so later. This is a good rhythm. Don’t send multiple drops to the same person within 2 days. You’ll be blocked and they’ll remember you for the wrong reasons. This should be a one touch point in a larger process. Calls, email, maybe LinkedIn. Buyers will respond much better to regular and respectful follow-ups.

Compliance

I’m not a lawyer so speak to one. But you must ensure you’re compliant. Rules around voicemail drops, consent and do-not-call lists will vary depending on your location and who you’re contacting. Business numbers can sometimes be treated differently. However many decision makers will use their mobile for business which can quickly blur the lines.

Ensure your lists are clean. Respond to opt-outs quickly. Keep notes on who has received what and when. Choose a platform that will help you stay compliant. Whilst boring, if you receive one complaint you could lose months of good outreach. No one wants to explain this to their boss.

Link Your Drops to Your CRM

A drop without any follow-up will be a waste. The teams who are seeing a good pipeline will log every drop into their CRM. This means when they receive a callback they’ll know the context immediately.

A simple process would be to:

1. Send your drop in the morning.

2. A short follow-up email in the afternoon.

3. A task to call live in 2 days.

Measure your results. Don’t measure how many drops you’ve sent – this is a vanity metric. Measure how many callbacks you’re receiving, how many meetings you’re booking and how many deals you’re closing. Try sending one batch with a personalised opener and one without. If you’re sending 1000 drops and only getting 2 callbacks then something is wrong with your message/list. Give it a few weeks. Early campaigns should be looked at as a learning curve to see what your buyers respond to.

Conclusion

Bypassing gatekeepers is about reaching decision makers on their own channel with a message that feels targeted. Using B2B ringless voicemail and personalized ringless voicemail with the right timing and quick follow-up will give your team a real chance of speaking to people they couldn’t before. Keep it short, human, compliant and measure your results.

Get in touch with our team to get started.

Email: getsupport@dropdialer.com

Phone: 833–376–7342

Website: www.dropdialer.com

FAQs

How Does B2B Ringless Voicemail Help Sales Teams Bypass Gatekeepers?

It means you can leave a recorded message in the contacts voicemail without ringing them. This means no receptionist or assistant will decide if they want to pass on your message. The decision maker will receive it and decide if they want to respond.

Is Personalised Ringless Voicemail More Effective?

Usually. Adding their name, company or industry makes it feel like the message has been made for them. Generic drops will be deleted quickly. Personalised drops will give you more callbacks.

How Long Should a Ringless Voicemail Be for Business Prospects?

20-30 seconds. Include who you are, why you’re contacting them and what you’d like them to do next. Long messages will turn off busy decision makers.

Is Ringless Voicemail Legal?

It depends on where you are, who you’re contacting and consent rules. Ensure you’re clean with do-not-call lists. Respond to opt-outs and always speak to a legal professional.

Can You Log Ringless Voicemail Drops Into Your CRM?

Yes. Many platforms integrate with your CRM so you can log every drop. Your representatives can follow-up with context and your managers can see what is bringing in meetings.

How Often Should I Send Voicemail Drops to the Same Decision Maker?

Don’t be too greedy. Send one drop, a follow-up email and maybe a second drop a week later. Too many drops will annoy people and reduce your results.