If you are like most business people, voice mail has both simplified and complicated your life. On the good side, it helps you exchange information. On the other side, leaving messages can seem like putting notes in bottles that drift off to sea. Here's how to make sure that your messages get results.
First, prepare for the call. Realize that you are more likely to leave a message than to talk with someone. Thus, write a list of your key points and questions before you call. Then use that list as an outline when you leave a message. Of course, such preparation also helps you communicate effectively when you actually talk to someone.
If you suffer a sudden mental block when the beep tells you to leave a message, simply hang up. Then, organize your thoughts and call back. This is far better than leaving a rambling, incoherent message.
When you leave a message, speak clearly. Begin by greeting the person and identifying yourself. For example, I might say "Hi Pat. This is Steve Kaye at 714 -528-1300." This standard communication protocol tells the other person who you wanted to call and identifies who you are.
When leaving numbers, write the numbers while you state them. This slows down your speaking pace to match the listener's writing speed. Then, as an added courtesy, repeat all numbers. If this is your first contact or if your name is unusual, spell your name, also writing each letter as you speak it. The extra time that you spend to leave a clear message greatly helps the other person return your call.
Next state the purpose of you call. Be candid and concise. Provide enough information so that the other person can meet your request by leaving a message on your system.
Never leave personal information on a message. This could embarrass you or the other person. It is possible that 1) an assistant or coworker will pick up your message 2) the message will be played back on a speaker phone with other people in the office, or 3) your message will be forwarded to someone else.
Similarly, never leave a message when you are upset. Instead, hang up and call back after you calm down.
Close your message with directions on how to respond. Suggest times when you will be available for a return call. For example, you might say "I'd welcome a return call at three this afternoon." Then add positive encouragement, such as "I look forward to hearing from you."
- - - - - - - -
IAF Certified Professional Facilitator and author Steve Kaye works with leaders who want to be more effective. His innovative workshops have informed and inspired people nationwide. His facilitation produces results that people will support. Call 714-528-1300 or visit his web site for over 100 pages of valuable ideas. Sign up for his free newsletter at http://www.stevekaye.com
Marketing ISO 9001 2000.Lately we've been seeing a lot of... Read More
Creativity can be defined as problem identification and idea generation... Read More
Over the past few weeks I've been developing plans for... Read More
The phrase "turning ideas into action" is a Russian doll.Managing... Read More
If you think ahead and plan, many nightmare panic and... Read More
How many times have the management consultants been 'in' and... Read More
I love tennis both as a spectator and... Read More
Effective leaders are known for being excellent communicators. Here's what... Read More
In fact, bringing your people - any of them -... Read More
Several decades ago, a passenger jet approached a Florida airport... Read More
Do you ever wonder why people do not simply do... Read More
Some say that in business as in sex: if it... Read More
Leslie was the new manager of the group. She was... Read More
"Where did it go? It was here yesterday. Wait. Here... Read More
You're so excited you're practically bouncing off the walls. This... Read More
The Fundamentals of Strategic Marketing, Some Key Traits for Greater... Read More
How can I make my community of practice truly effective?How... Read More
Time To Market (TTM) is a vital concept that every... Read More
Note: This article was written for a internet business site.... Read More
The characteristics of job applicants have a strong influence on... Read More
To visualise where you are going, is deeper and more... Read More
Seduced by the publicity surrounding the impact of Lean on... Read More
A curious thing happens to entrepreneurs in the spring of... Read More
One Bad Apple I know what... Read More
Your use of voice mail tells others a lot about... Read More
Creativity can be defined as problem identification and idea generation... Read More
Imagine the following scenario; Ten years ago you decided to... Read More
Modern business faces complex problems; management often calls upon highly-specialized... Read More
As a result of consolidation of operations and significantly increased... Read More
When approaching any decision, it's important for individuals to maintain... Read More
Creativity can be defined as problem identification and idea generation... Read More
Are you trying to hire dozens of hourly workers or... Read More
This article relates to the Human Resource Functions competency, commonly... Read More
With the economy bordering on a recession, every company is... Read More
If I was a fly on the wall what would... Read More
When I was first initiated into Corporate America, I had... Read More
As we near the end of summer, here is a... Read More
A maverick is an independent person who will not go... Read More
Every meeting is a laboratory where you can observe and... Read More
Few things are more destructive to a career than a... Read More
If past behavior is the best way to determine future... Read More
Eventually, your business is going to need to have some... Read More
If you want to find success in various ramifications, be... Read More
For many companies, procuring the right packaging, such as Poly... Read More
Often, collaborating documents in a team or in a business... Read More
It's hard to believe the year will be half over... Read More
What behaviour maximises the chances of thinking of great ideas?... Read More
I recently gave a presentation to a group of business... Read More
Most people just want to be appreciated. If you're a... Read More
Hiring employees is a huge responsibility. Before hiring anyone, be... Read More
If you're not satfied with the results of your management... Read More
Despite the fact that everyone sighs "How glamorous!", the life... Read More
What is Neuro-Linguistic Programming?Neuro-Linguistic programme is nothing but the study... Read More
Many retailers do not have good internal controls in place... Read More
Accounting is one area which every company has to maintain... Read More
I've always been fascinated by situations where art imitates real... Read More
Leaders and Managers often ask us, 'What do you do... Read More
Marriages and corporate mergers in America have at least one... Read More
Do you ever need to find some good ideas, or... Read More
In running any kind of business, it's inevitable that sometimes... Read More
In a management role procrastination can seriously hold back progress... Read More
The steps need to be taken to prepare an organization... Read More
What happens when a Project Manager asks one of his... Read More
It's the middle of the night. You've woken up with... Read More
Five monkeys were placed in a cage. A banana was... Read More
Not long ago I was asked to come out and... Read More
Business Management |