Top 10 Tips for Better Voice Mail
Written by Kate Schultz
- Speak slowly and clearly, and enunciate. Speak directly into the phone. This action may seem obvious, but many people become distracted when speaking on the phone and do not speak directly into the receiver. Have you ever had to replay messages because you could not understand the call? Frustrating, isn’t it?
- Keep it short and specific. Voice mail messages are not appropriate channels of communication to chat or to explain detailed steps or instructions. Be direct. Give your answer first and then add explanations for clarity. Start your message with your name and phone number.
- Be prepared and plan ahead. Every time you make a phone call, be prepared to leave a voice mail message. Before you make the call, take a few moments to review the purpose of your call. Your message should include:
- Reduce phone tag games. If you are calling to reply to a question or inquiry with a simple answer, leave a message.
- Maintain an even and gentle tone. When leaving repeated voice mail messages, keep your frustration and anger in check. If someone does not want to return your call, anger will not help your chances for a return call.
- Turn off your speaker phone. Speaker phones detract from a personal touch and increase static in the message.
- Limit each message to one subject. Your call may need to be forwarded to another person, and by keeping your message to one subject, the recipient is able to forward your message without any other, possibly inappropriate, content.
- Identify yourself. Clearly identify yourself in your outgoing voice mail message. Include your name, department and company name.
- When will you be back? If you are out of the office, be sure to let your callers know when you will be returning calls. Let them know that you may be unavailable for a few hours. Always give the caller the option to talk to a real, live person.
- Identify whom to contact in your absence. If you will be unavailable when you go on vacation, change your message, and tell your callers when you will be able to return their call, or whom to contact during your absence.
