by Andrew Guilio

Created on: February 15, 2011   Last Updated: February 16, 2011

Voice mail has become an important method of communication in commerce.  In today’s world, phone calls are not always answered.  This can be due to a recipient’s absence, priorities or just inability to take a call.

In order to continue or carry out the purpose of the call, voice mail messages are left. 

A good, professional message will save time and get things done.

A message that just asks for a return call with no subject information is too vague.  This could result in a series of phone calls without the callers connecting to discuss anything.

The best way not to waste either the original caller’s time or the recipient’s time is to leave an informative, professional message.  If messages are left correctly, it is possible problems can be resolved, deals made and situations handled without the people involved actually speaking live to each other.

A good message starts by being easily understood.  The message should be left clearly in a voice slow enough that the message will not have to be constantly replayed in order to correctly record information and the return phone number.

The voice mail message should start with the caller’s name, company and phone number.  Next, it should state the time and the date.  Do not leave out the information and assume that your voice will be recognized and that your phone number is known. 

Then the message information should be left.

A voice mail message should be left that has a purpose.  The message should contain enough information to allow the recipient to act on the information.  If it is an answer to question, start with a reference to the question and then follow with the answer. 

If more information is needed, state what is needed.

If a return call is needed, the message should advise when you will be available.  If an answer is needed by a definite time or date, it should be stated.

After the message, it is a good idea to listen to your message.  You will hear what the recipient will hear and immediately know if you left enough information.

To listen to your message, press the # sign on your phone.  A prompt will ask you what you want to do.  Instructions will be given for options, which will be to listen to, add to or cancel the message.

When you are done, another option will give you a choice of delivery for urgent or normal delivery.

After you have made your selections, hang up your phone.  Your message is now scheduled.

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