In the workplace, it’s quite common to have a certain set of rules regarding answering and making calls. But one aspect of phone etiquette that is often neglected or overlooked is voicemail etiquette, notes premier Voicemail Screening Services provider TAB Answer Network. If there’s a rule for promptly answering phone calls (after no more than three rings), there should also be a rule for responding to voicemails, for instance.
On that note, here are a few etiquette rules for voicemails:
State your name (or company name)
You should always start your voicemail with your name (for your own number at work) or company name if you’re recording for the office. The message that follows this will depend on your reason for the voicemail. You can say your operating or office hours for after-hours calls, or you’re on leave for out-of-office notifications.
Keep it professional
Remember that you’re recording a voicemail notification in the workplace, which means proper decorum should be practiced. You want to maintain professionalism in your voicemail recording, so leave a short but very clear message. If you’re leaving a voicemail notification to let your callers know you’re out of the office, get straight to the point. You don’t actually have to give more details about why you’re not on your desk. Simply state that you’re out and inform your callers when you’ll be back.
Do not mumble, whisper, or ramble. Speak clearly. Enunciate your words. You want the caller to fully understand what you’re saying, so there won’t be any confusion as to your whereabouts, for instance. You also don’t want to be misunderstood, so practice if you must before recording your voicemail.
Leave an emergency number
If you do not wish to be disturbed while you’re out of the office (such as after office hours), state that in your message but in a polite way. You can state your regular office hours, so the caller will know what time to call next time. On the other hand, you may also leave an emergency number for urgent matters.
Update your voicemail messages
It’s important to update your voicemail to give your callers the right information. If your voicemail was an out-of-office announcement, delete it and replace it with something new (if and when necessary) as soon as you’re back in the office.
Voicemail Screening Services
To help you maintain your voicemail system, you should also consider outsourcing professional Voicemail Screening Services. Depending on the provider, such services may be included in other services they offer. With TAB Answer Network, Voicemail Screening Services include Voicemail Handoff and Voicemail Monitoring.
Are you ready to level up your voicemail system? Please don’t hesitate to contact TAB Answer Network at (800) 880-4324. We’d be glad to hear from you.