leadingtoday.org

Leadership Tip of the Month

May 2005

Copyright 2005 ã weLEAD, Inc.

Leadership and Effective Voicemail

For those of us in the modern business world, voicemail is a mixed blessing that has provided both a negative and positive influence in the workplace. Sadly, many individuals now use voicemail as a way to hide behind a digital message even though they are clearly available and able to pick up the phone. Yet, in a positive way, the use of voicemail allows the caller to leave a detailed message and communicate more effectively compared to sending email or leaving a message filtered through another person. How you use voicemail leaves a distinct impression about your leadership skills and level of professionalism. Here are some tips to help you understand how to use voicemail more effectively.

When you are the caller…

The strength of voicemail is the ability to leave a detailed message in a short period of time. However, this strength is only apparent if we speak clearly and get to the point quickly. When leaving a message, immediately identify yourself and provide the time and day you are calling. Get to the heart of your message within a few sentences and if you desire a return call, ask for it. Let the person you are calling know when is a good time to call you back! Don’t ramble and remember that a 45 second voicemail is not intended as a replacement for a needed 5 minute telephone conversation. If you leave a phone number, speak slowly and even repeat it if the individual you are calling does not have it. The most common complaint of folks listening to a voicemail message is a caller leaving a garbled last name or phone number.

When you are recording your outgoing voicemail message it tells the caller a lot about yourself. Some folks create new messages routinely or on a regular basis. Keep the following important points in mind as you create your personalized messages.

1. Energize your message. A monotone voice comes across as unfriendly or uninterested. Insert some energy and enthusiasm in your words. One way to do this is to stand up and smile while you are creating your message. Believe it or not, people can hear the difference a smile can make while a person is speaking. Standing makes your voice sound richer as it comes more deeply from your chest.

2. Minimize the “I” statements. It is only natural to use some “I” statements like, “I am not available at this time”. However, over usage of “I” statements imply you are self-centered or egotistical. If you do this, you can balance your message by replacing some of the “I” statements with “You” statements. For example, “You have reached the office of…” This shows consideration to the caller and takes the focus off of yourself.

3. Be creative but not cute. It is great to show some creativity or flare in your message. Perhaps you have a special greeting or farewell phrase that is your hallmark. That is fine and shows you are a risk taker. But, what may be an acceptable message at your residence may be on the edge at your place of business. In the office it is best to avoid creating a voicemail that contains the chorus to a popular song or greetings from your pet. You want to be creative and a professional!

4. Speak slowly and clearly. Slowly does not mean S…L…O…W…L…Y. On the one hand, you don’t want to sound tired or like you are reading a movie script. On the other hand, if you speak too swiftly you will sound stressed or rushed. Speak in a relaxed tone that tells all callers you are calm and in control.

5. Brevity is best. Try to keep your message shorter than 10 seconds. A longer message may give the impression that you are inconsiderate of other folk’s time. When someone discovers you are not available, they just want to leave a message. They typically are not interested in why you can’t come to the phone. An exception to this is when you will be away from the office for an extended period of time such as a vacation or business trip. In this case it is certainly advisable to let the caller know when you will return to the office.

For weLEAD, this is Greg Thomas reminding you that Robert Frost once said, “Half the world is composed of people who have something to say and can’t, and the other half who have nothing to say and keep on saying it”.

On the weLEAD Website you will find over 70 other free helpful leadership tips. They are all available in a text version or as an MP3 audio!