FIVE RULES FOR USING VOICE MAIL CORRECTLY

Quickly! Name three things that drive you nuts about Voice Mail.

Let's see how close you came to my three.

1. People who ramble on and seldom get to the point

2. People who don't leave a message

3. People who mumble their telephone numbers so that I have to
play the message five times to get the number

I'm sure your list included little irritations such as:

1. People who do not leave their number

2. People who assume you know who is calling and don't identify
themselves

3. People who are not sure or clear why they called

But the message here is clear.

A lot of people are missing a great opportunity when they use
Voice Mail.

To ensure you never fall into one of the categories above, please
consider Five Rules for Using Voice Mail Correctly.

1. Approach Voice Mail with a positive attitude.

The chances are extremely high that when you call someone, you
will hear that person's Voice Mail message. Consider these
circumstances a great opportunity.

If you are making a business-to-business call, you should welcome
Voice Mail. This is your invitation to present a 30 second
commercial for yourself.

This is your chance to exhibit the true professionalism that
creates rapport, builds trust, and forms relationships. It is
your chance to show the person at the other end of the line that
you value and care about her or him.

When you commit one of the six sins mentioned above, you destroy
all sense of professionalism.

2. Expect to leave a message.

If you approach Voice Mail with a positive attitude, you will
save time. You will save yourself time and you will save time for
the person on the other end.

Let me explain. Before picking up the phone, prepare yourself for
the possibility of leaving a Voice Mail message by thinking
through or scripting out what you plan to say.

For example, if you are calling someone to ask them a question,
ask the question. Doing so can prevent a long game of telephone
tag because it allows the person at the other end to think
through or research the answer and then call you back.

That person may have to leave the answer on your Voice Mail, but
at least you now have an answer. That scenario is much better
than playing an endless game of telephone tag.

3. Do a Core Dump.

A Core Dump is a three step process I teach Business Writing
participants in my workshops that helps them organize their
thoughts before writing. It works equally well before picking up
the phone.

The three steps are:

a. On paper, dump all the thoughts you have running around in
your head about the reason you are about to call someone. You need to do this
to help you focus on your message.

You spend a lot of time multi-processing during the day. The Core
Dump will help you cut through everything going on in your
business and personal life to concentrate on what you need to say
to the person you are calling.

b. From everything you've dumped on that paper, select no more
than three things you need to tell or ask that person.

c. Rank those three things in the order in which you wish to
express them for maximum impact.

Now, you are ready to make the call. Now, you are ready to leave
a clear, concise, complete and conversational message.

4. Slow down; speak clearly; show respect.

You show respect for that person and that person's time by
clearly and slowly stating your name at least twice and repeating
your call back number at least twice. Remember, slowly and
clearly, twice.

5. Remember those two magical words.

I am embarrassed that I even have to remind you about this. But,
so many people neglect to say these words nowadays, I must end
this article with them.

Thank you.