Etiquette Friday – Messages and Voicemail

It’s Friday and the day I request you join me in my campaign for 2012 to change “Casual Friday” to “Etiquette Friday”, to get people and companies involved. If we consciously make an effort every Friday then hopefully it will become a habit every day. I challenge you to make one small change a week and by the end of the year let’s hope we have a more pleasant and positive society.

Messages and Voicemail

With modern technology we can forget our manners and quickly leave a message either by answer phone, text or email. This can help us to be very efficient and save time. However it doesn’t mean we need to forget our manners. Telephone messages are personal and your voice gives a lot away about yourself, through the tone, pitch and accent of your voice.

Tips for leaving and receiving a voice message :

1. Answer message – ensure you are smiling and speak with energy, so you sound enthusiastic and friendly.
2. Return calls – always return calls as soon as possible.
3. Information about when you are due back – where possible  have your answering system tell the caller when you’ll be back (unless it is your home then consider security).
4. Identify yourself – give your name and if necessary your company and  department, when you’re on the receiving end of a phone call.
5. Answer message or Answering the phone – -  smile, have energy in your voice and answer with some enthusiasm or at least warmth.
6. Personalise the conversation – and always be polite, whether leaving a message or your answer message.
7. Speak slowly and clearly – allow time for the person to hear your message and repeat numbers when leaving details.

A telephone manner is very much part of our personal image and being polite and courteous is crucial in building up good relationships whether in business or in our personal lives. It shows respect and creates goodwill in business.

Since I have been in business I have had to arrange for my business phone to have caller identification, which shows the number, because so many people leave incorrect numbers, especially mobile numbers.

Slow down and allow for people who may be hard of hearing, they may not be deaf but may not hear as well as you plus people need time to register what you are saying.