Today is Thursday, (Happy Thanksgiving) so this post is on communication skills. Here is some more common sense advice on voice mail.
Common Sense Ideas for Sending Voice Messages
- Speak slowly and clearly
- Say your name, phone number, date and time at the beginning of every voice message you leave.
- Restate your name and phone number at the end of the message.
- Suggest a time for the recipient of the message to call you back. This will help reduce telephone tag.
- Avoid a lot of detail in your voice messages. Say something like “I would like to discuss (topic) with you”.
- If you reach the time limit on a voice mail, you have probably spoken too long. Cancel and record your message. Be succinct.
- When you send a message to a distribution list, say who is on the list at the very beginning of your message.
Common Sense Ideas for Receiving Voice Messages
- Keep your voice mail greeting brief.
- Keep your voice mail greeting current.
- Clearly state the time period covered by your greeting.
- Tell callers how they can reach you when you are not in the office.
- Tell callers when they can expect a response or return call from you.
- Make sure your voice mail box is available to receive messages. Clear it out regularly.
That’s it for today. Thanks for reading. Log on to my website www.BudBilanich.com for more common sense. Check out my other blog: www.CommonSenseGuy.com for common sense advice on leading people and running a small business.
I’ll see you around the web, and at Alex’s Lemonade Stand.
Bud
PS: Speaking of Alex’s Lemonade Stand – my fundraising page is still open. Please go to www.FirstGiving.com/TheCommonSenseGuy to read Alex’s inspiring story and to donate if you can.
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