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Every one of us will at one time, or many times a day,l be greeted by a voice mail message. Some of us may get frustrated with either the fact we reached a persons voice mail, or expecting the familiar voice of the one you are calling and not having them answer.

Believe it or not Voice Mail when used effectively, can improve communications, eliminate telephone tag, and improve customer service.

When making a telephone call it’s advisable keep the following in mind.

1. Be prepared to leave a detailed message. It’s nice to have the bit of chit-chat with some one you are calling but be aware you may get voice mail and plan what you want to say before you call.

2. Speak clearly and slowly. Some people seem to speak faster when leaving messages on voice mail, and those are harder to understand.

3. Leave a concise message, spelling out the reason for calling. If applicable leave referral names and mention mutual business associates. If you are delivering bad news don’t leave it via voice mail.

4. Always ask for a call back. Give a day and time you’d be available to receive their call back

5. Mention your name and phone number at the beginning and end of each message.

It’s also important to keep these in mind when you are recording a greeting message.

1. Your caller was expecting you to answer, let them know that they have reached a recording.

2. Let your caller know your availability. If you are out of the office for a few days not reviewing your messages, tell them so they won’t be expecting a call back later that day.

3. If you have a time limit on the length that some one can leave a message let them know. You could say leave a brief message, if the time is short. Don’t tell them to leave a detailed message, if there’s a possibly that it may disconnect on them.

4. If applicable give the caller a chance to be connected with someone else. Give them either the option to press a digit to get to someone else, or another number to call. Whatever the choice, be certain that person will be available. It’s bad enough to tell your caller you are on vacation for two week, but worst if the person you refer them to, is also on vacation.

5. Always return your calls.

Voice Mail is a valuable tool, but used incorrectly it can be a disaster.

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