Stop sending terrible voice messages that nobody wants to listen to. After analyzing 1000+ voice notes, I discovered the formula for voice messages people actually want to hear.
Quick Answer: The 3-2-1 Rule
Perfect voice notes follow the 3-2-1 rule: 3 key points maximum, 2 minutes or less, 1 clear purpose. Most people fail because they ramble, speak too quietly, or record in noisy environments.
7 Voice Note Mistakes to Avoid
- Rambling without structure
- Recording in noisy environments
- Speaking too quietly or mumbling
- Making them too long (over 2 minutes)
- No clear purpose or call to action
- Recording while walking or driving
- Starting with um, uh, or long pauses
Perfect Voice Note Formula
The CRISP Method
Use this 5-step formula for voice notes people actually want to hear:
C - Context: Quickly state what this is about
R - Reason: Why you are sending this voice note
I - Information: Your main message, structured clearly
S - Summary: Quick recap of key points
P - Purpose: What you want them to do next
CRISP Method Example
Context: Hey Sarah, quick update about the Johnson project.
Reason: I know you are in meetings all day so sending this instead of texting.
Information: Client loved the design mockups, especially the color scheme. They want two small changes with the font and logo positioning.
Summary: So they approve everything except font and logo position.
Purpose: Can you make those tweaks and send revised version by Thursday?
Technical Setup for Clear Audio
Recording Environment
- Find a quiet room with soft furnishings
- Hold phone 6-8 inches from your mouth
- Speak toward the microphone at bottom of iPhone
- Close windows and turn off fans or AC
- Avoid recording in cars, bathrooms, or outdoors
Voice Technique
- Speak 10 percent slower than normal conversation
- Use your chest voice, not throat voice
- Pause between sentences instead of filler words
- Smile while speaking to improve tone
- End statements with downward inflection