VoiceMail has many benefits and advantages when used properly. However, do not hide behind voicemail. If the caller ever reach your voicemail instead of you, they will think you are avoiding calls. Here are some tips on topics such as greetings and responding to voicemail.
Greeting
Make sure to save your own personal greeting, do not use the standard default greeting or another person record your greeting. People tend to think they have already lost the personal communication touch because of the voicemail. If a female voice says "Joe Smith is not available, the caller will not be convinced that you listen to your voice messages.
Write what you want to say in your greeting and practice, he said a few times before recording. Even if the greeting sounds like you read it, it will ensure that you do not spend much time as he tries to save the "fair".
Include in your greeting, your name and department so that people know they have reached the right person.
Your regular greeting should include your normal working hours. If you know you'll be on vacation for a few days or leave the office early or have different hours temporarily, you must register a substitute hello let callers know. The callers know they can not expect a recall of several hours or days.
Use the attendant! This feature allows the caller to reach another person in your department from your mailbox. For example, if you were in the office on a Thursday and a caller needed an answer immediately, the caller can dial 03 while listening to your voice message and be transferred to someone else in your department. You must choose an agent you - this is not done automatically. Try to choose someone who knows your schedule and be able to take messages for you as a receptionist or assistant. Learn how to choose an escort, see Guide to Voice Mail is available on the website of telephone services: http:www.fullerton.eduitphone
If your phone is the main department extension, you may want to consider playing an alternate hello when you are closed.
If your message is long enough, you might consider informing applicants of the opportunity to press 5 to bypass your message and start recording their message for you.
If you enable the paging feature (you will be paged when a message is marked urgent), do not forget to mention that in your message. The callers to leave a message, then press 4 to mark the message urgent. You will be paged with 2525 to let you know that you have an urgent voicemail. To configure the paging feature, contact the Telephone Service.
When you leave for the day or will be away from your desk for an extended period of time, send your line to your voicemail using the call forwarding feature as a courtesy to your correspondents. Call forwarding means that your correspondents do not have to wait for another cycle ring (12 seconds 3 rings) before leaving a voice message for you. Checking messages and returning calls
Check your messages daily and return messages within 24 hours. If it takes more than 24 hours, call the person and advise him. Callers must feel comfortable that you are checking your voicemail daily.
Reply, forward or delete messages immediately. Keep your mailbox clean. Saved messages kept longer than a week take up unnecessary space in your mailbox since you are only allowed 20 messages total in your mailbox, including saved messages.
If you forward a message, make sure to explain to the person to whom you forward the message why you send it to them.
Leave a voice message for another person
Speak slowly and clearly.
Remember to leave your name and extension number. It is better to say at the beginning and the end of your message.
Messages should be brief and concise.
Remember that you want to leave the person you call a good impression of you.
Leave the date and time of your call in the message. Let the person know the best time to call you back.
Cover with a topic in a message, specify what you want the recipient to do.