Better voicemail etiquette is the right call
Have you ever received a really long voicemail message that tells you
more than you might need to know? The person provides all the details
for a couple minutes when all you really need is a number to call back.
Then, when the number comes, it’s said so fast that you can’t
understand it, so you have to listen to that long message a second, maybe
a third time.
Voicemail is great, but a bad message can ruin your day. So the next time
you leave a message, be considerate and remember the following:
- Always identify yourself and the organization you represent.
Speak slowly and clearly.
- Don’t ramble. There is no need to leave your life history.
Remember, a voicemail message is not a two-way conversation. The
recipient may have many other messages to pick up. Limit your
comments to one or two subjects.
- Convey information concisely. If you have a hard time composing
messages on the fly, write a short outline before you call. Follow
through with all concrete details. Remember, the recipient isn’t
a mind reader.
- Always give your phone number, even if you have spoken to the
recipients recently. They have received many other calls, may
be at a remote location, or may have to search for where they
wrote your number down. It’s also a good idea to give your
name and phone number both at the beginning and end of your message.
Your calls will be returned much more quickly if you make it convenient
for people to call you back.
- Speak slowly and distinctly when giving your name, phone numbers,
or other facts the recipient may need to write down.
- Watch your emotions. One-way communication can come across angrier,
more hurtful, or more self-pitying then you intend.
- If you need a return call, tell the recipient where and when
you will be available. Otherwise, you’re begging to start
a game of phone tag.
- Remember, your message is being recorded. A voicemail message
can be used as a record of communication, the same way print can.
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A little careful planning and attention to what you say will help both
you and the receiver connect the necessary information that is needed
for communication.
Bonnie Sprague, spragueb@purdue.edu
and Cindy Verhey, clverhey@purdue.edu
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