Doesn’t it drive you crazy when you get a voice mail message and then you have to wait through two minutes of explanation before you hear the phone number you need for returning the call? Or how about when the caller trails off at the end and you can’t understand the last two numbers? No wait! The worst is when the person forgets to leave a phone number at all. Events like these occur regularly in the day-to-day business world. Leaving messages isn't an art form - it just takes some common sense!
Follow these tips to ensure you are leaving the best possible message for the person you are calling.
1. Say your name, your company, and your phone number at the beginning and the end of your message – just in case they missed it the first time.
2. When you say your phone number the last time, try writing it as you say it so you can slow down and give the person a chance to write it down.
3. Leave a message that is no longer than 45 – 50 seconds long. Give the caller an idea of what you want to talk about, but don't hold a conversation with the machine.
4. Speak a little louder than usual and enunciate as you speak. Voice mailboxes sometimes don't pick up your voice as well as you think they do.
5. Be nice. Say something like, "I'm looking forward to talking with you." Or "I appreciate your phone call."