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Step 1
Decide on the best time to call. If you need to speak to the person, think about the time they are most likely to be near their phone. This is usually at the beginning or the end of the work day.
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Step 2
Plan your call. Write down a few notes or bullet points about the reason for the call and what information you will need from the person you are calling. When you get off the phone, you won't say "I forgot to find out..." and have to call again.
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Step 3
If you have to leave a message with a person or on voice mail, give the reason for your call. By leaving specific information the other person will be prepared when they call back. "This is Rebecca. We need to talk about the handouts for the meeting on Friday."
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Step 4
Say your name and phone number clearly and slowly so the person you are calling does not have to play a voice mail message multiple times to figure out who called. Leaving your phone number on a message saves the recipient the time it takes to look it up.
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Step 5
Schedule time for calls. If you leave a message but know you won't be available for the rest of the day, tell the person the best time to call back. Better yet, if you have to speak to someone, schedule a call using email or voice mail messages. This way you can both put the call on your calendar and will be available to talk.
