How to Leave Effective Voicemails
Helpful Tips for Leaving Clear and Concise Telephone Messages
Jan 21, 2009 Ronald G Falconberry
Voicemail systems technology has had a tremendous impact on telephone communications because it allows callers to leave important or pertinent messages if the people they are trying to reach are unavailable. However, voicemails can also have a negative impact if the recipient only hears unintelligible, slurred or fast-talking voices emanating from the voicemail system or vague, rambling messages which are cut off in mid-sentence.
The listener may be left to wonder who called, what they wanted or how to call them back. Such indecipherable messages can result in missed job interviews, invitations, dates, free tickets or any number of other lost -- and possibly profitable -- opportunities.
The following tips may help guide callers into leaving clearer, more concise and effective telephone messages.
Be Prepared to Leave a Voicemail
Before making a telephone call, take a moment to consider what information needs to be relayed if a caller has to leave a voicemail. What is the purpose of the call? Is it to return a previous call, give or request information, extend an invitation or ask for help? Think ahead to what needs to be communicated so that a quick, concise message may be left rather than a long and rambling one.
Be Brief When Leaving Voicemail Messages
Nobody wants to listen to a four or five minute voicemail, especially if they have to play it back multiple times to catch crucial information. It is also annoying to listen to a rambling message which cuts off before the caller reveals the purpose of their call. Since many voicemail systems limit messages to specific lengths of time, such as 30 seconds or one minute, it is important to be brief when leaving messages.
Give Important Information First in a Voicemail
Callers should state their first and last name, company name (if it is a business call) and a return telephone number first. Following that, the caller can identify the nature of the call then leave any pertinent information or briefly ask questions which need to be answered.
After leaving the message, the caller should repeat their name and telephone number again in case the listener did not catch it the first time. This may help the recipient avoid having to replay the message in order to get all of the information. Additionally, the caller may choose to leave an e-mail address which gives the listener an option of responding either by telephone or e-mail.
Is Any Action Required of the Voicemail Recipient?
Should the recipient return the call or take some type of action? If a response is needed, is it time-sensitive? Don’t leave the listener guessing about what they should or should not do or when it needs to be done. State clearly how the recipient is expected to follow up or if they are not expected to.
Slow Down, Speak Clearly and Articulate When Leaving Voicemails
Finally, one critical aspect of leaving effective voicemail messages is to slow down, speak clearly and articulate. Talking too fast, speaking too softly or slurring words can make a message unintelligible or hard to hear. Too many times names and telephone numbers are rattled off so quickly that listeners cannot make them out and are left wondering who called or how to contact them. Be sure to speak a little slower than normal, speak up and enunciate more precisely particularly when stating a name, giving a telephone number or an address.
Being prepared to leave a clear, concise and brief voicemail will help the recipient understand what the missed call was about and will increase the likelihood that the call will be returned. The people listening to the message will certainly appreciate the extra effort.
Leave Brief Voicemail Messages
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