How to Use Voice Mail Systems Effectively

Posted by Ian McKenzie

Written on January 6, 2009

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I’m not much of a home handyman. I’m the kind of person who grabs the nearest heavy flat object to pound nails. So what if it’s pliers, I shouldn’t have any problems getting the nails driven into the wall. A bruised fingernail and a couple of scratches in the paint later, I go and find the hammer. It doesn’t matter how much you spend on hand tools, if you’re using the wrong tool for the job, they’re a waste of money.

Similarly, if you’re not using your office tools effectively, you’re not as productive as you could be. Voice messaging systems are designed to improve office productivity. They can be a problem when used improperly.

For example, some people, when assigned an electronic mailbox, quit answering their phone. The point of voice mail is not to quit using the phone, but to make it a more effective productivity tool. You still answer the telephone when you are at your desk and let the system pick it up when you can’t answer.

Here’s a few tips to make voice messaging more effective:

On returning to your desk, check for messages. Return calls promptly.
When returning a call and the system answers, leave a clear and detailed message including your phone or mailbox number. One idea behind a messaging system is the privacy it provides; therefore more detailed and longer messages can be left.
As your schedule changes, change the greeting you leave on your out-of-office message. For example, if you are going to be away from your desk for a few hours, leave a message stating when you will return. When gone for longer periods, call forward your calls to someone who can help the caller or leave instructions within your greeting stating who is taking your calls and how they can be reached.
Learn the features of your voice messaging system. The more comfortable and easy it is for you to use, the more likely you will put it to use.