Voicemail etiquette is important in business communication. The caller should speak clearly, be brief, and provide only necessary information. Avoid being too casual, using slang, or leaving lengthy messages. Voicemail is a way to communicate that a conversation is needed, not to have a full conversation.
Leaving a voicemail can actually be a little stressful for people who are uncomfortable talking to a machine. In business settings in particular, one may feel compelled to speak in a certain way or refrain from saying certain words. Fortunately, voicemail etiquette is quite similar to other forms of business communication, and as long as the person leaving the voicemail speaks clearly and leaves pertinent information about the recording, voicemail etiquette is mostly sometimes actually followed. One must remember to be brief, precise and well-spoken when leaving a business message and when leaving a casual message, one must also follow voicemail etiquette and be brief and clear.
When leaving a message, the main purpose is to convey a brief description of who the caller is and where he or she can be reached in the future. The person receiving the voicemail cannot obtain this information if the caller does not speak clearly. The message must not be rushed; he or she should speak clearly and provide only the basic information the caller needs to get back to the caller. Leave a phone number on the recording and make sure you spell it out clearly so the person receiving the call can understand you.
In business calls, voicemail etiquette dictates that the caller not be too casual with the person receiving the call. The caller should think of the voicemail as an interaction with the real person; he should think about how he or she would interact with the caller if it were a face-to-face interaction and speak accordingly. Slang, name-calling and excessive familiarity should be avoided, although this does not mean that the interlocutor must appear cold and disconnected. Everyone who receives a voicemail will react more positively to a bright voice than a cold or angry one, so be bright but polite.
To follow voicemail etiquette, one should also avoid lengthy voicemails with excessive detail and rambling diatribes. Voice mail is not the appropriate forum to expand on a topic that needs to be discussed; rather, it is a way of communicating to the other person that a face-to-face or telephone conversation is needed. Brevity can enhance a business relationship rather than hinder it, and an immediate response from the person being called should not be expected. The idea of a voicemail is to leave a message, not start or continue a full conversation.
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