Leaving a voicemail message is like making a short public speech with a distinct objective.
Here are some tips to help you convey the right message to your audience:
- Plan Your Message: Consider the points you want to make and jot down a few key words. Limit the points to one or two per message.
- Get to the Point: A stream of consciousness approach doesn't work. Begin with a purpose. "The reason I am calling is..."
- Be Brief: The Octel voicemail system will allow users to leave a three-four minute message (depending on which plan you select) but a voicemail message that is more than one minute is TOO LONG. Try to respect people's time and aim for a 15-30 second message.
- Speak Slowly: The listener needs time to process information and write it down. Be sure to pause as you say your telephone number. "My number is 530 (pause) 752 (pause) 5612."
- Enunciate Clearly: The telephone can distort high frequency sounds such as /f/ and /s/. Pronounce word endings and do not swallow syllables. This is especially important when giving your name.
- Put Vitality in Your Voice: A monotone voice lacks enthusiasm. Try to stand up or smile as you leave your message (standing to increase energy). People can hear a smile over the phone, really.
- Modulate Your Volume: A loud voice irritates the listener. A soft voice won't always be heard, and the listener may miss vital information or nod off. Stand or sit up straight and speak directly into the receiver. Do not cradle the phone in your neck or use a speakerphone.
- Modulate Your Tone: Avoid sarcasm and irritation if you want your call returned. Keep an even temper and state your request. Make the point of the call clear.
- Avoid Telephone Tag: Give the listener options. Tell them when you can best be reached to prevent frustration. "I will be out most of the afternoon and will return to my office at 4pm. Tomorrow I'll be at my desk in the morning."
- End with Your Phone Number: Although you have already given your phone number, say it again and let it be the last thing the listener hears. This will give time to write it down.
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