Top Ten Voice-Mail Tips

Remember, how you leave messages reflects your professionalism and customer service too!

1. Speak slowly when leaving a message–and begin and end the message with your name and phone number. The recipient shouldn't have to replay your message again and again to get correct information and phone numbers.
2. Spell your name so the recipient gets it right the first time.
3. Don't just leave your name and number—leave a message. Let them know the nature of the call as well as a good time to reach you.
4. Make it quick. Take more than 60 seconds, and risk losing your audience.
5. Give your message a headline to help the recipient distinguish what is priority.
6. Enunciate. The professional quality and clarity of voice mail is imperative for your reputation.
7. Be specific about what you want. Having to play phone tag to get all the necessary information is a nuisance.
8. Don't leave messages from noisy restaurants or cocktail parties. Background noises are easily picked up and are very distracting. The noise may interfere with your message–important parts of your message may not be heard and you would never even know.
9. Don't leave a series of repeat messages with the same information. One detailed message is enough. If you don't get a returned call, try sending an e-mail instead.
10. Be careful when using your mobile phone. Consider the nature of your call and decide if the urgency is worth using a mobile phone, where bad connections or interrupted service could be a problem. Maybe you can wait until you get back to the office. You need to be in an environment where you can think clearly and articulate well without distractions.

Source:
Customer Service For Dummies,
Second Edition
IDG Books Worldwide

Contact:
Celia Rocks
(828) 322-3111
CeliaRocks@aol.com