Communicate to Win: 015 –10 Voice Mail Tips

We use many mediums to communicate: phone, email, fax, meetings, presentations, websites, etc. The list is endless. The three “Big Rules” can be used in just about any form of communication. If you read the previous post, you know a key to to being effective, the challenge is to practice using the principles in your day-to-day communications.

I’m sure this has happened to you when you listened to a voice mail message…

  • The message was long and you couldn’t follow the speaker’s train of thought.
  • He or she spoke so quickly you couldn’t make out most of the details, much less a phone number.
  • Someone received your voice mail message and was confused by it!

Here are my top 10 voice mail tips for leaving effective messages, allowing you to make your mark.

  1. Think before you call. Organize your notes into the Logic Pyramid. Write the message out verbatim if you are really concerned about getting tongue-tied or losing your train of thought.
  2. Begin with summary of topic in case your listener wants to skip the message and listen to it later.
  3. Keep it brief. A two-minute message should be the absolute maximum.
  4. Use one main topic. A voice mail will only allow you time for one main point and at most three supporting points.
  5. Be specific about what you want. Tell the listener exactly what action you want him/her to take.
  6. Leave an actual message, not just your name and number. This significantly reduces phone tag!
  7. Spell your name. Also consider leaving your name and number twice if the recipient does not know you well.
  8. Always speak slowly and clearly.
  9. Enunciate! The audio quality of voice mail systems varies dramatically, so you want your message to be heard.
  10. Become familiar with recipient’s voice mail system. Can you delete and re-record your message if you are not satisfied with it?

You may already be using some of these tips when you leave voice mails. But, I hope the framework here helps identify some new guidelines for you to use to really drive your message home.

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