Phone etiquette – don’t mangle your message

A personal brand is those words/phrases or even feelings your name conjures up for others. When people think of you do they think “efficient”, “respectful of the time of others” or “demanding”, “poorly prepared”, “irritating”.

Here are my top tips on leaving an excellent phone message.

1. When leaving messages on people’s office voice mail, always leave your return number, including the area code.

2. Always say your number SLOWLY.

3. Even if you suspect the person you are calling has your number, leave it anyway – SLOWLY. Leaving your phone/mobile number means the person can just jump on the phone without having to go into their contacts file or whatever. This applies when going through another person such as a receptionist. Don’t just say ‘he/she’ has my number.

4. Be prepared. The odds are that you are going to get voice mail on an office phone or someone’s mobile phone. Instead of spluttering out the first thing that comes into your head or rifling through bits of paper to find the info you need to leave, have a plan.

5. Don’t start the game of phone tag. I have known people who will not leave the required information in the phone message even when it is just a meeting time or a date or something equally simple. Instead they say something like, “I have that meeting time you have been chasing. Call me.” And when you do, your call goes to voice mail. Grrrr!

6. Be concise and flag the reason for the call upfront. “I am calling for two reasons. One, I need the name of the person you want me to meet and Two, I have that figure you need to include in the monthly report.” This will help the listener focus.

7. Keep your message short if you can. It is fine to direct the listener to a detailed email – as long as you then send the email – or to flag you will go into more detail when the two of you actually connect.

8. Leave clear instructions as to how, when and where you can be reached. Phone tag is useless. If you are leaving a message just as you are running out the door, say so. Then add when you will be available back in the office or direct the listener to your mobile – but only if you will have it on.

9. Keep your distance from the phone’s speaker. Don’t talk so close to the phone that your words vibrate or so far away that you sound like you are whispering in a cave.

10. Your own voice mail recording should sound friendly but professional. Don’t try to be whacky or sound super busy and dismissive. And when you are job hunting, re-record voice mail answer messages on your home and personal mobile if you have passed those numbers to recruiters or employers. You want to sound professional at all times when trying to get a job.

Article from CareerOne.com.au