Working with voice mail

Voice mail is a great time saver because it allows you to leave detailed messages without having to talk directly to the person. On the receiving end, it allows you to receive important information while you’re away from your phone or home as well as provides some “quiet time” when you must work undisturbed on an important task. But here are five things to take into consideration when working with voice mail.

1. It is not a screening device to see who is calling before you answer. When you’re available for calls it should be disengaged. You should return calls promptly when it is engaged. Most calls should not have to be returned if the caller leaves a complete messagewith detailed information. To avoid frustration on the part of the caller, give them the option of talking to someone else in the event of an emergency.

2. Whether recording a message on your own voice mail or leaving a message for someone else, be sure to speak slowly and clearly. Repeat any telephone or fax numbers. People simply can't write as fast as you can speak. A good way to insure that you’re not talking too fast is to write the information down as you speak it aloud. If you can’t keep up with yourself, nobody else can.
 
3. Plan any calls you make before you make them. Chances are, you’ll be leaving a message on somebody’s voice mail and you don’t want to be stammering and stuttering and forgetting half of what you wanted to say. Jot down the things you want to say or points you want to make - brief headings - on a telephone log form or steno pad - or on an electronic communications form if you dial from your computer.

4. Voice mail is exactly that, a form of mail. Don't leave the person a simple message to call you back. Leave a complete and detailed message. If you must leave a message to call back, indicate in the message when you can be reached. Also indicate what action you want the person to take.

5. Remember that the telephone is there for your convenience, not the reverse. You're not expected to be available at all times. If it’s not against company policy, have calls diverted to voice mail during certain "quiet hours" when you want to work on priority tasks. You can't be effective while constantly reaching for the 'phone, unless fielding telephone calls isyour job.