Voice Mail Essentials

"I told a sales person that I was too busy to talk to him when he called but to please call back as i was interested in his service.He has since left me about ten voice mail messages.I feel like I'm being stalked.He's not going to get my business now."

When you're the caller:
Don't speak too fast .When leaving a message,slow down!The number one complaint people have about voice mail messages is that the caller speakers too quickly.The receiver has to replay the message several times in order to understand it.

Always leave your name and number at least twice during the message,preferably at the beginning and at the end of the message.You can't assume that the person you're calling re member's your phone number's is accessing their voice mail from his or her office.Plus you save the person from lookingit up and people appreciate this small courtesy.

Give enough information in your message.If you can,give the reason for the call.This will help eliminate telephone tag.That way when the person returns the call ,he or she can provide the information you needed whether you are there or not.

Assume the people will answer.Some people call when they think they'll get someone's voice mail,but you never know...Always be prepared to have a conversation or you will seem unprofessional.And don't say,"Oh,you're there,I thought I was going to get your voice mail."One of my clients told me when anyone says that she always thinks,"So why are you calling me if you don't think I'm here!"

Don't fill up another person's voice mail with messages.Nothing is going to turn a potential client off faster than being left several voice messages.Yet voice mail is not perfect messages do get erased and systems malfunction.If after one message you don't hear from the person.Call again after a resonable amount of time.

Don't use a voice mail system to get out of having difficult conversations.Never offer conversations.Never offer condolences,convey confidential or critical information or criticize or fire someone using voice mail.

Offer the caller the option to speak to a live person.Many voice mail systems now give you the option to let the caller leave a message and then reach a live person.Thehis important if your clients and customers depend on you to solve last minuite problems.

Record A Winning Voice Mail Message

Say Hello.It 's amazing the number of voice mail messages that fail to use this common courtesy.I dentify yourself by your full name.

Record your message when there are no distracting noises in the background.

Keep your message short. But you don't want to say,"This is Moni,Leave a message." That's too abrupt. Be sure to offer information on how your system works and when you will be available to return calls.

Be friendly and up beat in your message.I once called one of my clients and her voice mail message sounded so sad and morose.It made me wonder if something had happened.

Be sure to keep your message up to date.If you tell youe callers you are out of the office until a certain date,Make sure that your callers don't hear the old message the day after your return to the office.

Check your voice mail regularly.This is especially important if you're out of the office a lot and if clients need to get a hold of you quickly.

No cutesy stuff or musical numbers or singing in the background.Save your creative messages for your home answering machine or voice mail system