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Author: Martin Cohn Article source: http://www.cohnpr.com/. Used with author's permission.
Given everyone's busy schedule, leaving voice mail
messages is an unavoidable business practice. However,
voice mail is a tool. Despite its widespread use among
companies, government agencies and private residences,
callers often are not prepared to leave a coherent, concise
message. Many times the beep impels callers to prattle and
digress.
Here are some suggestions I got from Diane Diresta, a
professional speaker, coach and author of Knockout
Presentation: How to Deliver Your Message with Power,
Punch, and Pizzazz, to make your voice mail more effective.
1. Plan your message. Think about what you want to say
before you leave the message.
2. Get to the point. Stream of consciousness doesn't work.
3. Be brief. Aim for a 15- to 30-second message.
4. Speak slowly. The recipient needs to process the
information and write it down.
5. Enunciate clearly. Bear in mind that a telephone distorts
certain sounds.
6. Be "up" in your voice. A monotone lacks enthusiasm.
Smile as you leave your message.
7. Modulate your volume. Too loud is irritating. Too soft can't
be heard. Don't cradle the phone between your neck and
shoulders.
8. Monitor your tine. Avoid sarcasm and irritation if you want
your call returned.
9. Avoid telephone tag. Give the recipient options as to
when you can be reached.
10. End with the telephone number. Say your number two
times slowly.
When used properly, voice mail can improve
communications dramatically. Be sure you use it to improve
communications, and not to avoid communications. You
should answer your phone whenever you are available. After
all, if callers are constantly answered by voice mail, they will
suspect that you are avoiding your calls. Martin Cohn has over thirty years of public relations
experience. He can be reached at http://www.cohnpr.com
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