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