Voice mail can stretch your time and abilities, but it can only stretch people’s patience if you don’t use it correctly. Here are some tips when leaving a message on voice mail…
• Instead of “please call” leave a detailed message that’s concise but complete.
• Offer a convenient time for the person to call you back, or state when you plan to call again.
• Always provide an option to get out of voice mail and talk to a live person.
• When you leave for lunch or an appointment, forward your calls directly to the phone mail system so that it will answer after only one ring.
• Change your message when you go on vacation or plan to be away from your desk for more than a few hours.
• Call yourself up and listen to your own greeting. Do you sound inviting or monotonous? Practice until your message sounds relaxed and comfortable?
• Follow the “Sundown Rule.” Whenever possible, return calls the same business day.
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