Communication

After the beep: Stop, complete, repeat

What the heck did she say?

Leaving a decent phone message seems like it would be a no-brainer, right? Unfortunately, not always. All too often Mr. Mumbles, Ms. Fast-Talker, and Mrs. Nocontactinfo leave messages.

Here are some phone “dos”:

Slow down.
It’s true that no one wants to listen to a five-minute phone message, but there’s no need to leave a fast-talking voicemail. Slow down and speak clearly. Nothing is more frustrating than having to listen to a voicemail four or five times to understand the message… Or, as I often have to do, have someone else listen to it to see if they can understand what the person is saying (they usually have the same luck I have).

Explain why you’re calling.
I receive a ton of messages from people who simply leave their name and number. When I call them back, it turns out I’m not the person that can help. If they had left the specifics in their voicemail, they wouldn’t have wasted my time or their time with a call back that didn’t solve anything. Be specific.

Leave complete information.
For two days in a row I received a voicemail from a woman who left her first name and company but no phone number. I tried calling the general company line and asking for her but without a last name the large company could not help me. She ending up getting a hold of my secretary and leaving an angry message that I never got back to her. Trust me, I would have if she left the appropriate information.

Also, don’t assume that the person you’re calling has your information, even if you spoken to them before. It’s always appreciated when you leave a call back number; it saves the recipient from having to look up your number.

Repeat. Repeat again.
Say your name and phone number and then say it again. You should say your information at least twice, if not three times.

Here’s an example of a not-so-hot voicemail:

“This is Sara J****[static – did she say Jones or Johns?] from ABC Corp. I need to talk to you about an account. My number is 555-555* [After replaying three times, I might be able to figure out this is 5!]. Thanks!”

Here’s a sample of a good voicemail:

“Hi Ms. Thompson, this is Sara Jones calling from ABC Corp. I’m calling to find out more information on how to set up a business account. I read a little bit about the process online, but I have specific questions that I’m hoping you can help me answer. I would appreciate it if you would call me on my direct line at (555) 555-5555. Again, this is Sara Jones calling from ABC Corp. I can be reached at [slower this time] (555) 555-555. I look forward to hearing from you soon, Ms. Thompson.”

Next time you hear the words “after the beep,” stop, complete, repeat!