Since we at OrangePoint Communications are in the phone message delivery business, we know a little something about the topic. Interestingly enough, it's not just about sending voice messages over the phone, but it's about receiving them as well. Now, we don't care if people hide behind their voice mail because they will listen to the message we send them on our behalf anyway. In fact, we make sure that we put in your Caller ID phone number (it's the law) so they can see it's coming from you anyway. The beauty of phone broadcasting is that your messages are picked up at your contact's convenience, not yours! If anything, it's actually more polite to leave an important message on your contact's voice mail than it is to interrupt what they are doing.
Speaking of voice mail, here are a few tips you will want to keep in mind when configuring your voice mail receiving system. Again, these are tips about receiving voice mail, not sending voice mail.
It's advisable to ensure to record a personal greeting, as opposed to using default standard greeting or even having another individual record a greeting for you. People can easily feel they lost a personal touch of communication with you from the start because of the voice mail. It's vital to write down what is to be said in the greeting as you practice saying the greeting a number of times before the initial recording. It's not a bad idea to include your name and department on the voice mail in your greeting so individuals will know they reached the right contact. The regular greeting should entail the normal work hours; if you're going on vacation or leaving your office early, it's advisable to record an alternative greeting to inform the callers of this information. The following are a few more voice mail tips to follow: To reduce the amount of repeat calls, especially if your company has a high-volume of calls, state that you will return all calls within a 24 hour period or the time frame of your company's policy on return calls requires. Make sure that you update your voice mail message when you know you're going to be out of town. Remember to update your voice mail when you return to the office. Make sure you return your messages. There's nothing that aggravates callers more than companies that don't return calls. And when you do return them, do it in a timely manner. Like we said, it's all about manners. And here at OrangePoint.net we strive to practice what we preach.