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Chapter 57. Voicemail General Tips

Chapter 57. Voicemail General Tips

Be prepared before picking up the phone. Expect your called party not to be available; have your voicemail message planned ahead of time. Stammering a confused and disorganized message sounds very unprofessional.

Be friendly and smile when you are recording, both on your greeting and any messages you leave for others.

Talk the message—do not sound as though you are reading it. Put your personality into it. Use contractions. Talk to the machine as though the person is standing right there looking at you.

Request a specific callback time when necessary. Leave stated deadlines.

Learn to use voicemail to your advantage. Remember that approximately two-thirds of business communications is one-way information.

Do not dump callers into voicemail without first asking if they would like to be put into the system. Some callers may simply need to be redirected to someone who can help them directly; others may object to using voicemail.


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