If you are like most business people, then your life has complicated and simplified because of voice mail. Helping you exchange information is one of its advantages. But it can also leave messages that seem like putting notes in bottles that drift off to sea, and that's the downside of this. If you want your message to get results, here's what you need to do.
Preparing for the call is important. Make sure that you are aware of the fact that it's possible for you to end up in a voice mail system than talk to someone. Thus, write a list of your key points and questions before you dial. Afterwards, that list can be used as an outline when you leave a message. Of course, such preparation also helps you communicate effectively when you actually talk to someone.
If you suffer a sudden mental block when the beep tells you to leave a message, hang up. Then organize your thoughts and call back. This is better than leaving a rambling and incoherent message.
Speak clearly when you leave a message. Begin by greeting the person and identifying yourself. For example, I might say "Hi Pat. This is Steve Kaye at 714-528-1300." This standard communication protocol tells the other person whom you wanted to call and identifies who you are.
While you are stating the numbers that you are leaving be sure to write them down. This slows down your speaking pace to match the listener's writing speed. Then as an added courtesy, repeat all numbers. Spell your name and write down each letter as you speak it if this is your first contact or if your name is unusual. The extra time that you spend leaving a clear message makes it easier for the other person to return your call.
Make sure to state the purpose of your call. Be candid and concise. Enough information should be provided in order for the other person to meet your request by leaving a message on your voice mail system.
Avoid leaving personal information on a message. You or the other person could end up being embarrassed by this. It is possible that the message will be played back on a speaker phone with other people in the office, or your message might be forwarded to someone else, or an assistant or coworker will pick up your message.
When you are upset, avoid leaving a message. Clear thinking is clouded by anger. What you can do instead is hang up and call back after you calm down.
Close your message with directions on how to respond. You can include suggestions of times when you will be available for a return call. For example, you might say "I'd welcome a return call at three this afternoon." Adding positive encouragement such as telling them you look forward to hearing from them is also a good idea.
Preparing for the call is important. Make sure that you are aware of the fact that it's possible for you to end up in a voice mail system than talk to someone. Thus, write a list of your key points and questions before you dial. Afterwards, that list can be used as an outline when you leave a message. Of course, such preparation also helps you communicate effectively when you actually talk to someone.
If you suffer a sudden mental block when the beep tells you to leave a message, hang up. Then organize your thoughts and call back. This is better than leaving a rambling and incoherent message.
Speak clearly when you leave a message. Begin by greeting the person and identifying yourself. For example, I might say "Hi Pat. This is Steve Kaye at 714-528-1300." This standard communication protocol tells the other person whom you wanted to call and identifies who you are.
While you are stating the numbers that you are leaving be sure to write them down. This slows down your speaking pace to match the listener's writing speed. Then as an added courtesy, repeat all numbers. Spell your name and write down each letter as you speak it if this is your first contact or if your name is unusual. The extra time that you spend leaving a clear message makes it easier for the other person to return your call.
Make sure to state the purpose of your call. Be candid and concise. Enough information should be provided in order for the other person to meet your request by leaving a message on your voice mail system.
Avoid leaving personal information on a message. You or the other person could end up being embarrassed by this. It is possible that the message will be played back on a speaker phone with other people in the office, or your message might be forwarded to someone else, or an assistant or coworker will pick up your message.
When you are upset, avoid leaving a message. Clear thinking is clouded by anger. What you can do instead is hang up and call back after you calm down.
Close your message with directions on how to respond. You can include suggestions of times when you will be available for a return call. For example, you might say "I'd welcome a return call at three this afternoon." Adding positive encouragement such as telling them you look forward to hearing from them is also a good idea.
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