How to Use Voice Mail Effectively

There are many ways by which you can convey a message for another person, such as by Post-it notes, text messages, instant messages, email and voice mail. Nearly everyone who has a mobile phone or a work phone has voice mail that allows another person to record a brief message conveying information or describing a requested course of action. Because some information, such as confidential information, is not appropriate for a text message or Post-it note, it may be in your best interest to communicate using voice mail. Voice mail is used effectively when messages are direct and concise.

How to Create an Effective Voice Mail Greeting

• 1

  State a greeting and inform the caller that he has reached your voice mail. Say something such as "Hello, you have reached the voice mail of . . ." or "You have reached the voice mail of . . ., I am sorry I missed your call."

• 2

  Tell the caller what type of information you desire in their message. Tell the caller to leave his name, his number, and a brief message.

• 3

  Tell the caller when they can expect to hear back from you. If you plan on responding to voice mails right away, say that you will return the call as soon as possible. If you know that you will not be able to respond because you are out of the office and you are only checking voice mail once per day, say that you will respond within one or two days. You must be sure that you respond to the caller when you say you will.

How to Effectively Leave a Voice Mail Message

• 1

  State your name, the day and time that you are calling and your telephone number. Begin your message with this information so that the recipient knows who is calling, when the call occurred and how you can be reached. This is particularly important for time-sensitive information.

• 2

  Concisely state the purpose of your telephone call. Many people do not prefer long voice mail messages because they can become difficult to follow. Precisely state why you are calling by saying something along the lines of: "I am touching base with you regarding . . ." or "Please call me back so that we can talk about . . ." State whether time is of the essence or there is an emergency so that the recipient knows to call you back as soon as possible.

• 3

  Provide a time and method by which you can be reached. After stating the purpose of your telephone call, tell the recipient the best time and way to reach you. For instance, if you are going to be by the phone for the next few hours, tell them to call you back as soon as possible. If the matter is less important and you would prefer to receive a response by text message, state that. Close by repeating your name and contact information.