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September 2, 2006

Doing the Dreaded V-Mail Thing Better

Well in the last posting I was tickled to see number 12 "How to leave a voicemail."

I get tons of v-mail and, sorry, but it could be better. These come from information pros and they often fail to give all the information needed to act on the v-mail! Shheesssh. And I'll admit it, I am bad at leaving v-mail too. Something to learn to be better at this year.

Here's a list of hints to review. The list is here. The post has a complete explanation that's very interesting, but the short list is:

1. Practice clear talk always.
2. Expect to be answered by the Voice Mail System.
3. Strive for perfection, you get only one chance.
4. Who and When before What!
5. Speaking slowly is not the same as speaking clearly.
6. Smile while you leaving the voice mail.
7. Write down the important parts of your message and read it out.
8. Use Voice Inflection.

Personally, I cannot believe the number of messages I get where they don't leave the return number or e-mail while requeting a response. Folks have been able to pick up their messages on the road for many years and it is often not easy to look up that number or address from afar easily. The extra seconds it takes to remind isn't a lot.

And the point that the annoyance in your voice comes across when you hit v-mail and leave a message is true. In reference work, library help desks, circulation calls, etc., it doesn't meet our objective to sound annoyed. Expect v-mail and be delighted when you get a real person!

Need more - Search "voicemail tips" on Google. In 15 minutes (as long as the learning sticks and you commit to practice) you'll be better. I'm going to try too.

Stephen

Posted by stephen at September 2, 2006 1:13 AM

Comments

In my "other life," I am a Boy Scout leader, and a counselor for the Communications Merit Badge. That one is required for all Eagle Scouts, so many young men (in scouts) earn it. One of the requirements is to show how you would leave a message, and one of the things I stress is exactly what you say....leave the contact info, repeat it clearly and slowly, and I encourage them (and try to practice it myself) of leaving the number twice. That way, you can write it down the first time and check when you hear it the second....thanks Stephen!

Posted by: Michael Golrick at September 2, 2006 9:00 AM

Leave appropriate spaces in the phone number, after each segment of digits. Repeat the phone number slightly faster. Makes it easier to hear & write down. A vendor did that the other day & I loved her for it!

Posted by: stephanie brown at September 3, 2006 7:24 AM

How about a short post on how to record your voicemail message when you are away? I really dislike it when I get the generic: "the person at 5555 is away from their desk; please leave a message"...also vacation messages are a must!

Posted by: jan at September 14, 2006 9:51 AM

People should repeat name AND phone number - slowly! Spell the name, if it will help.

Leaving e-mail addresses can be disastrous (often very long), so spell them out SLOWLY. Do not assume that the listener will understand if you mean "tech", "tec", "tek" or... (You get the idea.)

BTW Many years ago, I learned from a minister a wonderful technique for transmitting information. Say it three times! If you want to get the congregation to the correct hymn or reading, tell them three times! Yes, this can be done without seeming annoying. And if you've been in a situation where the person has done this, you know how effective it can be.

Posted by: Jill Hurst-Wahl [TypeKey Profile Page] at December 29, 2006 10:53 AM