How can you leave effective voice mail and automated messages?

1 Know your purpose

Before you dial a number or record a message, ask yourself what is the main goal of your communication. Do you want to inform, request, confirm, or follow up on something? Depending on your purpose, you may need to prepare different information, such as your name, company, contact details, reason for calling, action required, and deadline. Having a clear and specific purpose will help you structure your message and avoid rambling or repeating yourself.

2 Be concise and courteous

Voice mail and automated messages should be brief and to the point, as most people have limited time and attention span to listen to them. Aim for a message that is no longer than 20 to 30 seconds, and avoid unnecessary details, jokes, or slang. At the same time, be courteous and respectful, and use a friendly and professional tone. Greet the person or audience, introduce yourself, state your purpose, and thank them for their time. If you are leaving a voice mail, end with a clear call to action and repeat your contact information.

3 Use a script or outline

One way to ensure that your voice mail and automated messages are effective is to use a script or outline to guide you. This will help you avoid forgetting important information, stuttering, or sounding unprepared. You can write down the key points or phrases that you want to say, or use a template that covers the essential elements of your message. However, do not read your script word for word, as this may sound robotic or unnatural. Instead, use it as a reference and speak with confidence and enthusiasm.

4 Check your quality and timing

Another factor that can affect the effectiveness of your voice mail and automated messages is the quality and timing of your delivery. Make sure that you speak clearly and audibly, and avoid background noise, distractions, or interruptions. Use a good microphone and check your volume and speed. Also, be mindful of when you are sending or recording your message, and avoid calling or updating at inappropriate times, such as late at night, early in the morning, or during holidays or weekends.

5 Test and review your message

Before you send or publish your voice mail or automated message, it is always a good idea to test and review it. You can listen to your message yourself, or ask someone else to give you feedback. Check for any errors, omissions, or ambiguities, and make sure that your message is clear, concise, courteous, and complete. If you are not satisfied with your message, you can always redo it until you get it right.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?