Tips To Use Voice Mail Effectively
- Update your personal greeting regularly
- Pause for 1-2 seconds before you record your greeting
- Make your messages short so the caller will not have to wait long to leave a message
- In your greeting let callers know when you will return their call
- Include information in your greeting about how callers can reach a colleague if you are not available
- If you will be away from the office for an extended period, on business or leave, let callers know how to reach a colleague who is taking your calls
- Make use of “Follow Me” when possible; make sure the person you direct your calls to is informed and knows how to reply
- Check your messages as often as possible, and return all calls within two hours. At the very least, return all the calls within 24 hours.
- When you return a call thank the caller for leaving the voice mail message.
When leaving a voice mail message:
- Always identify yourself and the company you are representing in case it is an outside call.
- Always state the reason for calling.
- Speak slowly and clearly.
- Leave voice mail messages that are concise (write an outline or even a script before you call, if you find it hard to compose a message on the fly).
- Convey concrete information.
- Do not ramble. Remember a voice mail message is not a two-way conversation. The recipient might have many other messages to pick up.
- Always give your phone number when you leave a message.
- Speak slowly and distinctive on voice mail when giving phone number or other facts that recipient may need to write down. Leave your name and number twice.
- Watch your emotions when you leave a voice mail message. One way communication can come across much angrier, more hurtful or more self-pitying than intended.
- If you need a return call, say when and where you will be available.
- Voice mail can be used as a record of communication, in the same way as print. When leaving a message remember your voice mail is being recorded.
