Voicemail is a Power Tool for Business

Tired of voicemail tag? Wondering why days go by without a return call? Try a new approach - turn your voicemail into a power tool for business communications.

Voicemail can help to solve problems, share information and even to get orders taken and fulfilled. The key is to use voicemail greetings and messages in ways that facilitate getting work done. Follow these steps for using voicemail and you'll find yourself getting more work done in less time.

Voicemail Greetings:
1. Thank you for calling ___________________ (insert your company name).
2. It's _________________________ (insert day and date)
3. And, You've reached the desk of ____________________(insert your name).
4. I am on the phone and will return your call as soon as I'm done.
Or: I'm in a meeting and will return your call this afternoon.
Or: I'm at a client site and will return your call first thing tomorrow morning. (Or other language that lets the caller know when to expect your return call.)
5. So please leave your message, along with a telephone number so I can promptly return your call.

What your greeting accomplishes:
1. Company name: Lets the caller know he has reached the right number and to listen to the message.
2. Day and date: Lets the caller know she has reached someone who checks messages every day.
3. Your name: Clarifies that the caller has reached someone who can help.
4. Return call: Everyone wants to know when you'll call back, so state when you will and be sure to follow-through.
5. Leave a message: Invite people to leave a message so you can get work done. Also ask for a telephone number so you can save time and promptly return calls regardless of whether you are in the office or on the road.

Leaving Voicemail Messages:
1. This is __________________________ (insert your name)
2. Of __________________________ (state your organization name)
3. I'm looking for information on __________________________.
Or: I'd like to place an order for __________________________.
Or: (other details about what you want help with or information on.)
4. I can be reached today (or when you can be reached) at ______________ (insert your phone number).
5. Thanks for your help.

What your messages accomplish:
1. Name: You want the listener to know who you are.
2. Organization: Remind the listener who you are with so that a context for working with you is established.
3. Details: This is your opportunity to get work done. State what you want help with in enough detail to prevent tag and facilitate action.
4. Reach me: Make it easy for the person to call you back, without having to look for your phone number.
5. Thanks: Be sincere in your appreciation for the help you are hoping to get. You'll be more likely to get action from the listener.

Tap the potential of voicemail in new ways. Everyone can save time, be more productive and play "tag" less often.

About the Author

Jana M. Kemp, founder of Meeting & Management Essentials, facilitates meetings and speaks across the country on meeting management, time management and communication skills. Boise Police Detective Mike Barker contributed to this article. Detective Barker provides the Lessons from the Force segment on Jana's Momentum™ weekly business-news-talk radio show, every Saturday at 9:00 a.m. on KBOI 670am. Reach Jana via her website janakemp.com.

jana@janakemp.com
http://www.janakemp.com