How to Maintain Voice Mail Etiquette
Good manners never go out of style. Just as our mothers taught us how to answer a telephone, it's our turn to pass on good manners for modern technology usage. These guidelines can help you exhibit the proper voice mail etiquette for today's business environment.
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Instructions
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Learn how to use the voice mail functions on your cell phone, your home phone and your work phone. While each system may be different to operate, they all hold keys to your business and personal life.
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Record your outgoing message. State your name and position. Speak clearly and distinctly. Keep the message short, but speak slowly enough that the caller can understand your message.
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Tell the caller how to leave an appropriate message. If you have an alternate number or a fax, leave those numbers as well. You can also leave your email address.
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Return all calls within 24 hours unless you are on vacation. If that's the case, change your voice mail to reflect that. Give the caller an alternate number to call in your absence. Remember to change the voice mail when you return from vacation.
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Use good voice mail etiquette when you leave a voice mail message. Clearly state the purpose of your call as well as your name, your phone number and the best time to reach you. If the person you are calling needs to perform a specific action, tell her specifically what she needs to do.
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Remain polite in your voice mail messages. You are relying on your messages to convey the underlying message that you're a professional.
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