How you leave a message is important!

When leaving messages, have mercy on your listeners and do the following:

• Speak slowly and leave your phone number at the beginning and the end of the message.
• Limit your comments to one or two subjects.  Voicemail is not a one-person show.
• If you are rambling, for the sake of others and your reputation, stop yourself and rerecord.
• If you need action of some sort, state what you need.  Voicemails that simply say, “call me” are irritating at best.
• If the recipient of your messages tends to fall into the trap listed in the previous point, tell him or her, “When you return my call, please leave a message on my voicemail to let me know the status of the project if I’m not able to pick up the phone.”
• If you are using a group distribution list that lists everyone’s name on the message, read the manual for your phone system and put the list at the end.  If people want to listen to it they can.

The onset of technology has changed the way we do business but some common sense rules still apply when it comes to etiquette. The following tips may be a reminder of what we think in common sense, however could also save you from some embarrassing situations.

General Messaging Etiquette

Messages over voicemail should be concise and to the point. No one wants to listen or read a long-winded message. In the case of email, if the recipient has to scroll down several pages it is very likely they will file to read later and not get back to your message for days. Keep it short and easy to read.

Make sure those you are copying on voice, need to be copied. In a time when some people receive dozens of voicemails a day, decide whether or not it is necessary before you copy someone.

Voicemail

• Speak clearly and slowly and leave your name and telephone number twice if the person doesn't know you well.
• State the reason for your call and make your message concise and to the point.
• Don't leave a message from a speaker phone. Your message may not come through clearly.

Final telephone hints


Whether leaving a voicemail message to set up a networking meeting or to follow up on the process of a job vacancy, keep the following tips in mind before making the call.


• Be prepared - know what you want to achieve - have a pen and paper handy.

• Smile when you speak and try not to speak too quickly or too slowly, speak clearly.

• Use your first and last name to introduce yourself. Use the first name of the person you are calling only if they offer, otherwise use Mr. or Ms.

• Be confident and positive, genuinely interested and enthusiastic.

• Avoid saying anything negative about your previous employers.

• If calling from home, remember to turn the TV and radio off and secure yourself away from any obvious distractions or background noise.

• While job searching, do not have a cute message on your outgoing voicemail message at home, including your kids voices, music in the background, etc. should a potential employer call you to set up an interview.