Voice Messaging Etiquette
When leaving a message on voice mail:
- Identify Yourself: Don't assume that the recipient will always recognize your voice. Start each message with "Hello, (mailbox name), this is (your name)."
- One Subject per Message: Follow the same rules that apply for a paper memo. This makes it easier for the recipient to respond to your message quickly.
- Provide Details: Leave a detailed message so the recipient can prepare an answer prior to returning your call.
- Organize your Thoughts: Be clear, concise, and succinct. The result is a shorter and more understandable message.
When you get a message in your voice mail:
- Respond to Messages Promptly: Callers and users will leave you messages if they trust you will return their call. Failure to respond will compromise the value of your mailbox and may damage your own credibility. If you don't have an answer for a caller, let them know when you will.
- Don't Hide Behind the System: The Caller's first choice is to speak to you directly. Use the Voice Mail system only when you cannot take the call yourself.
- Update your Greeting: You may change your Personal Greeting as often as you like. And you may use the Extended/Temporary Absence Greeting when you need to be away from your phone for any longer-than-normal period of time. The Extended/Temporary Absence Greeting is played to callers until you remove it, then your Personal Greeting is automatically reinstated. Remember you can record an Extended/Temporary Absence Greeting from anywhere there is a touch-tone phone.
- Watch Storage Space: Voice Mail is not intended to be a permanent filing system. When there is a compelling reason to save a message, you may keep it for a short time, depending on your mailbox type.
