How many times have you received a voice mail message that rambled on, left out important information, or just didn’t make much sense? And on the other side of that, how many times have you place a call, reached someone’s voice mail, and left a message that you knew made you sound (let’s be gentle here) less-than-intelligent?
Leaving good voice mail messages that will get your calls returned isn’t difficult—it just takes a little planning. Use these tips for both business and personal calls:
• Be prepared. Chances are always good that you’ll hit voice mail, so know what you’re going to say. You may even want to have a script ready (just don’t make it sound like you’re reading).
• Always speak clearly and distinctly, and slow down when you’re giving telephone numbers and other important information. Allow the person you’re calling enough time to be able to write the number down.
• Say your name and phone number twice, at the beginning and the end of the message.
• If it’s a business call, include the name of your company, even if the person you’re calling knows who you’re with.
• Say the date and time you’re calling. Yes, virtually all voice mail systems have a time/date stamp feature, but adding this information to your message is an appreciated courtesy. It’s also a good idea to include the time zone.
• Spell your name if the person you’re calling doesn’t know you. This is particularly important if you have an unusual name, but do it even if your name is Smith.
• Include the reason for the call. Don’t just say “call me,” let them know why you want to talk so they can be prepared when they call back.
• Say when you’ll be available for a return call. Don’t start a game of phone tag.
• Keep the whole message to 30 seconds or less.
Here’s a sample:
“This is Jane Anderson with ABC Company. My number is 123-456-7890. It’s Tuesday at 9:30 a.m. eastern time. I’m calling to speak with you about the downtown project. I’ll be in my office today until 5:30 and tomorrow until 3:00. Please give me a call. Again, my name is Jane Anderson, A N D E R S O N, and my number is 123-456-7890. I look forward to talking with you.”
Jacquelyn's latest book is Christian Business Almanac: The Ultimate Daily Guide for Kingdom-Driven Entrepreneurs and Leaders.
She is the author of the nonfiction books Simple Facts About Self-Publishing (Second Edition), Words to Work By: 31 devotions for the workplace based on the Book of Proverbs and Finding Joy in the Morning: You can make it through the night as well as the novel Choices (A Joyful Cup Story). With her husband, she is the co-creator of several coloring books for adults and the novelty My Book About series.
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