How to leave a message
September 24, 2008
Posted in: work life
One of the most important job skills to have is the ability to leave a good voicemail. I know you’re laughing right now that you have known how to use a phone since you were four years old. When you were four years old, you left messages on answering machines like my niece Julie does: “Hi Aunt Dorie. Peter kitty peed on the floor again. My sister broke the doll you gave me. I’m your niece and I love you. This is Julie. Bye.” As adorable as it may be, it doesn’t get you very far in the work place. Or you could be laughing right now because you leave messages for your friends every night but drunk dialing your friends at two in the morning is no where near as cute as the four year old but may be more useful in acquiring what you want (a ride home).
I’m still surprised at the number of useless voicemails that happen in the work place. Sometimes they are useless due to content (after 90 seconds your ramblings, I still have no idea what you want and how I fit into that picture). Sometimes they are useless because you left no contact information (how can I call you back if I don’t know who you are?). Still other voicemails are useless because I cannot understand a word you are saying.
Like any other tool, a voicemail is great but only if you know how to use it properly.
- State your name and your organization: First words out of your mouth every single time should be your name and your organization. “Hello, this is Dorie Morgan from ABC Corporation”. If this is your first time attempting to contact the other person, you should also spell your name and company name. Your name and company name maybe common to you but they are not to the person who will be listening to your message.
- Who are you calling: Not all companies have individual voicemail boxes. My current organization is small and has one answering machine for the company. Or you may be reaching a general mailbox for the company or department. If you don’t know which person you are looking for, state that as “I am looking for someone in the sales department”. Make it easy for the person who will listen to the message.
- What is your purpose: You don’t need to give your life story here. Just a brief statement will do. “I am looking for a company that can complete X, Y and Z for my organization” or “I was referred to you by John Doe of the DEF Company” would be appropriate statements here. This helps the person listening to your message understand what you want and how they can help you. If they don’t understand how to help you, they will not be calling you back as quickly.
- Your contact information: This is the part where they learn how to reach you. “I can be reached at (555) 555-5555”. If you have an extension, make sure you mention it. If the number is a direct line to your desk, mention that as well. If you opt to give your email address as a means of contact, spell it out (and be clear about underscores, hyphens, etc.) but also realize that it is easy to make a mistake writing down and email address.
- Repeat. State your name, organization and contact information once more, followed by a thank you. The reason is that if the listener missed a bit of your information at the beginning, they have another opportunity to hear it again without going back to the beginning of the message. Don’t forget the thank you. I am more interested in helping a person with good phone etiquette than a rude individual.
Putting it together, a good example would be:
“Good morning, this is Dorie (D-o-r-i-e) Morgan (M-o-r-g-a-n) from the ABC Corporation. I am trying to reach someone from your sales department. My organization is looking for a contractor who is registered to work in the county. You can reach me at (555) 555-5555. Once again, this is Dorie Morgan from the ABC Corporation and I can be reached at (555) 555-5555. Thank you.”
Other important tips to remember:
- Speak clearly and speak slowly. If you are uncomfortable on the phone, make sure you take the time to listen to yourself. It can be tempting to rush through a message but then no one will understand what you are saying.
- It’s okay to have a phone voice. Over the years, I’ve developed what I jokingly refer to as my flight attendant voice. It is made up of one part flight attendant and one part actor. It isn’t my every day speaking voice but it is easy to understand on a machine. I wouldn’t want to have a long conversation or a face to face conversation using this tone but it is professional for phone contact, regardless of whether I am calling or called. You may be teased slightly by your coworkers but that’s because they are jealous that you get calls back.
Your voicemail is your first impression. Whether you are calling a potential client, vendor or employee candidate, you are giving that person the first taste of who you are and who your company is.
Deb said...
1I’m guessing that this was brought on by a poorly articulated voicemail you received – am I right?
09/24/08 3:10 PM | Comment Link
Alex Fisher said...
2Totally agree! Good guide to leaving a good voicemail message.
09/26/08 12:35 PM | Comment Link
Dorie said...
3@Deb – No, not this time. I was actually listening someone call a vendor but then failed to provide good information to that vendor.
@Alex Fisher – Thanks!
10/6/08 3:54 PM | Comment Link
Psychic Hotlines said...
4Hi,
Just found your blog on Technorati & Digg upcomming news feeds and read a few of your other posts.
ISeems good contents,Keep up the good work. Look forward to reading more from you in the future.
Thanks,
Michael
08/11/09 7:52 AM | Comment Link