Mastering the Art of Voicemail Etiquette

The Importance of Proper Voicemail Etiquette

The telephone, while a vital communication tool, can often become a time sink, especially when it comes to voicemails. We've all experienced the frustration of a long-winded voicemail with the caller's contact information mumbled at the end. To avoid this, I have a simple policy: unless the voicemail is from a critical contact, such as my boss or my spouse, I will disregard it unless it adheres to the following voicemail etiquette guidelines.

Identify Yourself Clearly

Playing the guessing game is not on my agenda. If you leave a message without clearly stating your name (both first and last), I won't waste time trying to decipher your identity.

Provide Your Contact Information

While I am proficient in my role, I don't have every phone number memorized. If I don't have your number in my address book, you've just given me another reason not to return your call. Don't force me to search for your number; this wastes time and decreases the likelihood of a callback.

Maintain a Polite Tone

My day is challenging enough without having to listen to a hostile voicemail. If you want to ensure I don't return your call (unless you're my boss or their superior), leave an emotional message. I quickly delete messages that are hostile or upsetting.

State Your Purpose

If you call out of the blue and leave a vague voicemail like "this is Joe, call me", I am unlikely to return your call. Unless I already know what you want or suddenly develop telepathy, your call will remain unanswered.

Keep it Brief

Don't leave a lengthy message. Unless you're a close family member or a wealthy relative leaving me a fortune, I will have deleted your message long before it ends. If you have a lot to say, consider sending an email instead.

Follow a Logical Sequence

Start by introducing yourself, then mention your company if necessary. Next, provide your phone number, and finally, state your purpose. This sequence increases the chances of a callback.

Enunciate Your Phone Number

When leaving your phone number, say it slowly, with a pause between each digit. This allows me time to jot it down. Speak clearly and precisely, and consider repeating it at the end of the message to ensure I've captured it correctly.

By adhering to these guidelines, you increase the likelihood of a prompt callback, saving everyone time and boosting productivity. Regular callers quickly learn these rules, as they understand the importance of a returned call. Forbes and Harvard Business Review also provide valuable insights on effective communication in the corporate world.