LUTZ BUSINESS INSIGHTS
Minding Your Voicemail Manners
MARISA GIFT, TRAINING & DEVELOPMENT MANAGER
Some people will argue that voicemail is a dying medium of communication but it is still widely used in the business world. As a result, it is more important than ever to brush up on your voicemail skills! Follow these simple steps to leave an effective message “after the beep.”
1. Speak slowly: There’s nothing worse than having to listen to a voicemail multiple times in order to catch the caller’s name, phone number or other important information.
2. Leave your phone number twice: Leave your number at the beginning and the end of your message to ensure the receiver only has to listen to your message once.
3. Leave your first and last name: This seems simple but many people leave only their first name, leaving the recipient guessing which “Joe” they need to call back.
4. State any action needed: Be sure to tell the recipient what you need; messages that say only “call me” are often an annoyance. Stating your reason for calling allows a person to be fully prepared for a call-back. This will save valuable time for people on both ends of the line.
5. Be prepared: Speaking of preparation, you should be ready for the initial message you leave also. Jot down a few notes ahead of time so you can avoid rambling in your message.
6. Block out background noise: In today’s mobile world, we often call from cell phones in places other than our offices. As a result, hearing screaming kids or barking dogs in the background is not uncommon. Do your best to leave voicemail messages from a quiet locale.
7. Smile: It may sound corny, but a person really can hear a smile as much as they can see one. Smile when you leave your messages so your tone comes across as positive and upbeat.
Whether we like it or not, voicemail is not going away just yet. So put your best foot forward by following the proper etiquette after the beep!
ABOUT THE AUTHOR
MARISA GIFT + TRAINING & DEVELOPMENT MANAGER
Marisa Gift is the Training and Development Manager at Lutz with over 15 years of experience. She helps shape the firm’s training and development strategy while also managing Lutz’s campus recruiting, orientation and mentoring programs.
AREAS OF FOCUS
- Human Resources
- Leadership Development
- Campus Recruiting
AFFILIATIONS AND CREDENTIALS
- Association for Talent Development, Member
- Human Resource Association of the Midlands, Member
- Society for Human Resource Management, Member
- BA in Communication Studies & Politics, Drake University, Des Moines, IA
- MA in Communication, Purdue University, West Lafayette, IN
- Holy Cross Lutheran Church, Publicity Committee
- Holy Cross Lutheran Church, Music Ministry
- Drake University National Alumni Board of Directors, Past Board Member
- 5 Tips for Effective Business Writing
- 4 Tips for Successful Delegation
- Change Management: 5 Strategies to Embrace the Change
- Personal Branding
- How to Run a First-Rate Internship Program
- Goal Setting Guidelines for the Road of Life
- Simplify the Holidays
- Minding Your Voicemail Manners
- Creating a Feedback Culture
- Recruiting Top Millennial Talent
- Coping With Conflict
- Small Steps to Establish Big Trust
- How to Run Your Life Like a Business
- E-Mail Etiquette Tips
- Tips for Being an Effective Mentee
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