We use many mediums to communicate: phone, email, fax, meetings, presentations, websites, etc. The list is endless. The three “Big Rules” can be used in just about any form of communication. If you read the previous post, you know a key to to being effective, the challenge is to practice using the principles in your day-to-day communications.
I’m sure this has happened to you when you listened to a voice mail message…
- The message was long and you couldn’t follow the speaker’s train of thought.
- He or she spoke so quickly you couldn’t make out most of the details, much less a phone number.
- Someone received your voice mail message and was confused by it!
Here are my top 10 voice mail tips for leaving effective messages, allowing you to make your mark.
- Think before you call. Organize your notes into the Logic Pyramid. Write the message out verbatim if you are really concerned about getting tongue-tied or losing your train of thought.
- Begin with summary of topic in case your listener wants to skip the message and listen to it later.
- Keep it brief. A two-minute message should be the absolute maximum.
- Use one main topic. A voice mail will only allow you time for one main point and at most three supporting points.
- Be specific about what you want. Tell the listener exactly what action you want him/her to take.
- Leave an actual message, not just your name and number. This significantly reduces phone tag!
- Spell your name. Also consider leaving your name and number twice if the recipient does not know you well.
- Always speak slowly and clearly.
- Enunciate! The audio quality of voice mail systems varies dramatically, so you want your message to be heard.
- Become familiar with recipient’s voice mail system. Can you delete and re-record your message if you are not satisfied with it?
You may already be using some of these tips when you leave voice mails. But, I hope the framework here helps identify some new guidelines for you to use to really drive your message home.