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.
1) Prepare for the call. Realize that you are more likely to end up in a voice mail system than to talk with someone. Thus, write a list of your key points and questions before you dial. 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.
2) If you suffer a sudden mental block when the beep tells you to leave a message, hang up. Then organize your thoughts and call back. This is far better than leaving a rambling, incoherent message.
3) 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 whom you wanted to call and identifies who you are.
4) When leaving...
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