Caller ID: How to leave effective voicemail messages
Email and texts are great but sometimes, you feel the need to reach out and call someone. If you do, there’s a pretty good chance the person you’re calling can’t — or doesn’t want to — answer. And with caller ID, not leaving a message isn’t a good look; if you simply hang up, you’ll probably get a “yeah, what do you want” call back. That’s why leaving an effective voicemail to an important client or manager is important. The clearer you are, the more you ensure your message will be understood and will receive a prompt response.
Seems easy enough, right? Maybe. But if the casual nature of conversation today has left you a bit out of practice, here’s a step-by-step guide to perhaps a dying but still necessary aspect of work:
Prepare beforehand: This is simple. Think about what you’re going to say before you make the call. This helps you keep the message concise and ensures you don’t forget important details.
State your name: Introduce yourself with your name and where you’re calling from so the recipient knows right away who’s calling.
Slow down: Speak slowly. The recipient needs to clearly understand your message and, if necessary, write down any important details. If you speed-talk vital information, it will probably get lost or misunderstood.
Be concise: Limit your message to the essential points. If your message is too long, the recipient might lose interest or miss important details.
State your purpose: Get to the point quickly. Don’t overload your call recipient with unimportant stuff before providing the main reason for the call. If you’re calling to confirm a meeting the next day, say it upfront.
Provide context: Sure, hotshot, everyone knows who you are but what if you’re calling the one person who might not recognize your name or number? If that’s the case, give a brief explanation of who you are and why it matters.
Request a callback, if necessary:
Clearly state if you’d like the recipient to return your call. If you don’t need a callback, you can say something like “No need to call back; just wanted to let you know about my meeting yesterday with the CEO of XYZ.”
Provide availability: If you want the recipient to return your call, mention when you’ll be available so they can avoid missing you. No one likes a phone game of “you’re it!” Playing tag can be fun but not so much over the phone.
Repeat important information: If you’re leaving a phone number or an email address, say it twice — slowly — so the listener doesn’t have to replay the message to get it.
End with gratitude: A quick “I appreciate your time” shows that you can be polite and probably a pleasure to work with.
Leave contact information: Even if the person has your phone number or sees it on their screen, leaving it in the voicemail ensures another layer of potential communication.