Look Good on Voice Mail
Your use of voice mail tells others a lot about you. Here's how to make a good
impression. 1) Present a Positive Image Your outgoing voice mail message should be simple, positive, and professional.
State your name and company followed by concise directions. You may want to
leave a daily message because it shows that you check your messages and tells
callers what to expect. For example, "Welcome to Steve Kaye's voice mail at
Personal Quality. Today is Monday and I will be out, helping a client improve profits.
Please leave a message and I'll return your call tomorrow." This message lasts nine
seconds. Make sure that your outgoing message is unencumbered by music (turn off the
radio), rustling papers (sit still), and background noise (close the door). These
sounds make it make it difficult for callers to understand your message. Similarly,
avoid gimmicks such as singing, reading poetry, or citing long lists of credentials.
These appear unprofessional. 2) Practice Professional Courtesy Some people use voice mail to screen calls. Although this may control interruptions,
it becomes rude if you never respond to the messages. Those messages are very
important to the people who left them. That's why they called. Set aside a time each day to return calls. If the messages were left by people whom
you do not want to talk to, have an assistant return the calls. Or call back when the
other person will be away from the phone and leave a message. The brief moment
that you spend on a return message helps the caller continue business and frees
you from receiving additional unwanted calls. For example it takes eight seconds to
say, "Hi, Chris. This is Steve Kaye responding to the message you left today. Please
remove my name from your call list. I have no interest in cryogenic ant farms." - - - - - - - - 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
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