Top Tips for a Better Business Voicemail

18 Feb

business voicemail

Maintaining a business-like manner is important in all facets of corporate life. The voicemail message you leave, on someone’s machine, is equivalent to a handshake in today’s business world. Think about it. Would you like it, if you call your company’s accounts department, and the voicemail message went “We are closed, call tomorrow”? Or if a colleague, John Smith left you an urgent message, but did not give his extension number or department?

There is etiquette for voicemail, and it is important to know the difference between casual and corporate voicemail rules.

SPEAK SLOWLY, CLEARLY AND ENUNCIATE.

Speak directly into the phone. This action may seem obvious, but many people become distracted when speaking on the phone and do not speak directly into the receiver. Have you ever had to replay messages because you could not understand the call? Frustrating, isn’t it?

KEEP IT SHORT AND SPECIFIC.

Voice mail messages are not appropriate channels of communication to chat or to explain detailed steps or instructions. Be direct. Give your answer first and then add explanations for clarity. Start your message with your name and phone number.

BE PREPARED AND PLAN AHEAD.

Every time you make a phone call, be prepared to leave a voice mail message. Before you make the call, take a few moments to review the purpose of your call. Your message should include:

  • your name
  • company name
  • phone number
  • reason for the call
  • when and where the person can return your call if needed

MAINTAIN AN EVEN AND GENTLE TONE.

When leaving repeated voice mail messages, keep your frustration and anger in check. If someone does not want to return your call, anger will not help your chances for a return call.

TURN OFF YOUR SPEAKER PHONE.

Speaker phones detract from a personal touch and increase static in the message.

LIMIT EACH MESSAGE TO ONE SUBJECT.

Your call may need to be forwarded to another person, and by keeping your message to one subject, the recipient is able to forward your message without any other, possibly inappropriate, content.

IDENTIFY YOURSELF.

Clearly identify yourself in your outgoing voice mail message. Include your name, department and company name.

WHEN WILL YOU BE BACK?

If you are out of the office, be sure to let your callers know when you will be returning calls. Let them know that you may be unavailable for a few hours. Always give the caller the option to talk to a real, live person.

IDENTIFY WHO TO CONTACT IN YOUR ABSENCE.

If you will be unavailable when you go on holiday, change your message, and tell your callers when you will be able to return their call, or who to contact during your absence.

Tara Dalrymple

Busy Lizzie

BPW Innovative Business Woman of the Year 2005

Finalist in Midlands and West of Ireland Regional LiveWIRE Young Entrepreneur of the Year Award 2005

Finalist in JCI Galway Entrepreneur Award 2006

Listed in Top 40 Irish Female Entrepreneurs: Image Business 2006

Double Finalist Network Galway Business Women of the Year Award 2006

Listed in Top 100 Women in Business by Entrepreneur Magazine 2006 & 2007

Finalist in the Image Magazine Young Businesswoman of the Year 2008

Finalist Network Galway Self Employed Business Women of the Year Award 2009

Busy Lizzie strives to improve our clients’ lives with our time saving services.

Skype: busylizzielifestylemanagement

Email: tara@busylizzie.ie

Web: www.busylizzie.ie

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