How To Do Voicemail Professionally

Career & Workplace

how to do voice mail professionally
Are you one of the people they were talking about on NPR recently? Please Do Not Leave A Message: Why Millennials Hate Voice Mail┬áis taking a look at the way that leaving a message is fast falling out of favor as a communication mode. You don’t have to be part of the Millennials to hate voice mail because it can be a sudden challenge you don’t do well. But there’s a problem with refusing to deal with voice mail because it is used in business all the time.
If you are searching for a job, there’s a good chance you will need to leave a voice message. If you are contacting your manager or a client, there’s an equally good chance that voicemail will be involved. The game of Phone Tag came about because of the way busy people can’t always pick up the phone and being able to text doesn’t exactly replace it.

Deal With It & Do It Right

If you know you struggle with sounding professional at the sound of the recording beep, you can learn how to deal with it and do it right. Think about the goal of your call and have a message prepared if you have to leave a voice mail. If you have to write it down before you make the call, that’s practice for the next time you need to use the skill.
The same basic rules that apply to a phone interview apply to a business call, and therefore also apply to a business voice mail.

  • Don’t make a call from a noisy environment. Go to a spot that is quiet and allows your voice to be heard.
  • It should be obvious that nothing is in your mouth, right?
  • Be prepared to state your name, phone number, the reason for the call, and repeat the name & number. Keep it short.
  • Speak clearly and don’t try to cram too much into the message. You can tell them more when they call you back.

Whether you are leaving a message for business or as part of your job search, this is one business skill that you really do need to make sure you can do even if you hate voice mail.
 

How To Sabotage A Phone Interview

Interviewing

how to sabotage a phone interview
There are an increasing number of interviews conducted over the phone, and it is important to pay attention to your phone skills. When you think about it, your interview will probably be set up with a phone call and that call will influence the impression you make. You can’t control where you will be when the call comes in to schedule an interview, but if you know what will sabotage your chances of a job, then you can control as much as possible.

  • Background noise is distracting. If you are called in a noisy environment, apologize and get to a quiet spot immediately. But don’t make the mistake of going into the bathroom to be alone because the hard surfaces cause an echo that is unmistakable and the potential for another customer to make noise you don’t want is always there. Arrange to talk further in another place.
  • If you are actually doing a phone interview, treat it like you would any other meeting. Be prepared with all documents (resume, etc.) and be alone in the room. Don’t have the tv on or background music.
  • No gum, food, or drink. Talking with something in your mouth will change the way you sound, even if they can’t see you.
  • Smile and sit up straight. People can tell by the sound of your voice when your smiling. Smiling while you are talking exudes confidence and ease. Practice to a friend if you need to. Sitting up in a straight-backed chair will make you feel slightly less relaxed and more professional, and remind you that even if you and the other person are hitting it off, you are still on an interview.

During a phone call the only information that is transmitted is by sound. Anything that will adversely affect that sound will cause problems so take care to remove yourself from any interruptions..