It used to be, you phoned someone and either they answered (or their secretaries did) or they didn't. Thanks to technology, though, call someone today and you're as likely to reach a voice-mail system as you are the person. Technology like voice-mail makes it easier to communicate information, but doesn't necessarily do so effectively. So here are a few tips to better use voice-mail in your busiess, so that you can communicate easily and effectively.
1. People really want to talk to people, not machines.
Voice-mail systems can be great for distributing information within a company, but not-so-great when used primarily as answer machines. Whenever possible, have a real person answer the phone, especially when calling your main business number.
2. If someone must leave you a message, tell them when they can expect a reply.
If you're out of the office and won't be returning calls until tommorrow, say so.
3. Give your callers options.
If there's someone else who can help your callers, mention that in your voice-mail message. If you have to give a new number for the person to call, repeat it (just in case they were'nt ready to write it down the first time).
4. Use a voice-mail system that lets the caller 'opt out'.
There's nothing worse than being trapped in voice-mail hell, with no way of getting to a real, live person. If you force callers to hang up and call again to get a different person, chances are THEY WON'T.
Jim Allen is a professional, personal & business success coach. His clients are people like you who want to discover new ways of thinking and more success in all facets of their lives.
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