Answer voice mail 101
Here's a step-by-step guide on how to answer a voice mail:
Step 1: Listen to the message
When you hear the voice mail message, listen carefully to what the caller is saying. Take note of the following:
- Who is calling (if they leave their name)
- The purpose of the call (if they mention it)
- Any important details or instructions
Step 2: Repeat the caller's name and number
Repeat the caller's name and phone number back to them to ensure you got it right. This also helps you to confirm that you're speaking to the correct person.
Example: "Hi [Caller's Name], this is [Your Name]. You called me from [Caller's Phone Number]."
Step 3: Summarize the message
Summarize the main point of the message to show that you're actively listening and to help you remember what they said.
Example: "Just to confirm, you're calling about [briefly summarize the purpose of the call]."
Step 4: Ask questions or clarify
If you're unsure about something or need more information, ask questions or clarify any points that are unclear.
Example: "Can you repeat that? I didn't quite catch what you said about [specific topic]."
Step 5: Provide a response or next steps
Provide a response or outline the next steps you'll take. This shows that you're taking action and helps to keep the conversation moving forward.
Example: "I'll get back to you by [specific date or time] with more information. In the meantime, please feel free to call me back if you have any further questions."
Step 6: End the message
End the message by thanking the caller and letting them know that you'll get back to them soon.
Example: "Thank you for leaving a message. I'll get back to you soon. Have a great day!"
Additional Tips:
- Speak clearly and at a moderate pace.
- Use a friendly and professional tone.
- Keep your message concise and to the point.
- Avoid using jargon or technical terms that the caller may not understand.
- Use a consistent format for your voice mail messages to make it easy for callers to follow along.
By following these steps, you'll be able to effectively answer a voice mail and provide a positive experience for your callers.