Do you leave messages when your phone call is unanswered?
26/03/2013 11:14 AM by
If you call a client or team member, and for some reasons he/she do not attend your call, then you MUST leave messages to ensure a response.
Your messages must contain
your name (firstname and lastname),
purpose of calling, and your contact number. Create a sense of urgency by giving them explicit time frames when you are available.
Hi Ms. Emma, this is Alvin. Please call me back, thanks.
Figure: Bad Example - lacking in communication details, reason for calling and sense of urgency
Hi Ms. Emma, this is Alvin Shen from SSW. I am calling to follow up our meeting yesterday about your company website. Please return my call on 02 9953 3000. The best time to reach me is between 9 and 11am today, or between 3 and 5pm tomorrow. My number again is 02 9953 3000. Thank you.
Figure: Good Example - This communicates important contact details, a reason for calling and implies a response is needed in the next day or so
Confirm the voice message with an email.
There are several advantages leaving messages when your call is unanswered:
- He/she may know who calls and be able to return your call.
- If your message is urgent, he/she may return your call straight away (even though he/she is VERY busy.
Do you feel this rule needs an update?