How to Leave Effective Voice Mails
It can seem like you spend most of your workday leaving messages for people who may or may not call back. But what you say after you hear the tone can make all the difference in whether you get a return phone call or have to spend days chasing down the information you need. Leaving effective voice mails take preparation and practice, and learning how to do it properly can help you stay productive and advance your career.
- Difficulty:
- Moderate
Instructions
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1
Speak clearly and slowly. Stay upbeat and friendly; try practicing your message aloud beforehand to test your pacing and tone.
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2
Leave your contact information at the beginning and again at the end of the message. Including that information twice prevents the recipient from having to replay the message to get the details.
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3
Spell your name or any unusual words if necessary. In some cases, failing to spell your name can cause delays in someone getting back to you.
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4
State the reason for your call, starting with the most important information; you could be cut off at any time. If you need information from the person you're calling, mention it in the message. This gives the message recipient a chance to collect the necessary information before returning your call.
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5
Request action from the recipient. If you want him to call you back, say so. If you're just leaving a message for informational purposes, or to respond to a request, provide the information and say that no return call is necessary.
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6
Mention your availability when you leave a message. If you'll be out of the office for the rest of the day, say so. Playing phone tag is frustrating and wastes time, so if you need someone to call you back, tell them the best time to do so.
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7
Pay close attention to the time when you leave messages. Leaving messages at odd hours of the night may indicate that you did not really want to talk to the other person, and they may react accordingly. Make calls during business hours, or no more than an hour or two before and after.
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8
Keep your messages short --- less than 60 seconds. Avoid leaving rambling or incoherent messages or bouncing from point to point. Mention the key topics you want to discuss and ask for a call back. Discuss the details during the follow-up conversation.
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1
Tips & Warnings
If you leave several messages for someone and they do not return your call, try another method of communication.
Pay close attention to the outgoing message. Most people note when they will be out of the office and offer an alternate point of contact for urgent matters. If you need something right away, call that person instead of leaving a message.
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