Posted on: Monday, September 25, 2006
Keep voice-mail messages simple
By MICHAEL CROM
Gannett News Service
Q. I've always had trouble leaving voice mails. It seems like a very simple task, but I constantly fumble through leaving messages. I'm always losing my place or leaving messages that I know are confusing. What can I do to leave a better message?
A. You are not alone. Leaving a voice mail that is clear and understandable is a problem that many people have, and most don't even know it. Leaving a voice mail that can be completely understood isn't difficult; you just need to keep a few things in mind:
Say your name distinctly. When leaving a message with someone you do not usually do business with, it is important to clearly state your name. A good idea is to pause, part and punch. "My name is ... (pause) John (part), (punch) Smith." This technique will help to make your name clear and more memorable.
Always leave your number at the beginning and end of the message. Repeating your telephone number at the beginning and the end provides the recipient a second chance to confirm they have the correct telephone number.
Use language that is easily understood. The body of your message should be easy to understand. Remember, what makes perfect sense to us can sometimes be confusing to others. It's important to remember who you are talking to and tailor your message appropriately.
Narrow subject to key points. The attention span of a person is very short over the phone. It's important to just touch on key points. Remember, you will have a chance to fully explain everything when they call you back.
Review your message. When the voice-mail system allows you to, review the message that you have left. Check to make sure that your name, phone number and message are clear.
