If you run your own business, work for one, or manage a team, you probably leave more than a handful of voice messages each day on your clients’ or colleagues’ phones. To make sure that you communicate your message clearly and minimize any miscommunication, you’ll want to make sure you craft the perfect voice message. Here’s a sample with the 7 parts you’ll need:
- Saludo: Say their name – it’ll grab their attention and minimize the possibility they think you’re some telemarketer.
- Tu información personal: Say your name as well (and the company you work for if you’re calling a business client). Make sure it’s your full name.
- La fecha y la hora: Nearly all phone services have the option to retrieve the time you called someone, but no one has the patience to go through that menu, so do the person a favor and tell them when you called in case they got the message later in the day or the next morning.
- El asunto: State the reason why you’re calling and what you want to let the person know. Be concise.
- Elementos de acción: Do you want them to call you back ASAP? Then say so. Do you want them to listen to an FYI (For Your Information)? Then say so. Do you want them to do something for you like create a report and send it before the next day? Then say so. Always have an action, or state a lack thereof.
- Tu número de teléfono: Even if you don’t think the person you’re calling should call you back, always leave your number – they might need it. ENUNCIATE and speak slowly. You can also mention when it’s best to call you back and the time zone you’re in if you have a preference.
- Repite tu número de teléfono: Chances are that even though you spoke slowly the first time, the person would have fondled to find a pen and missed writing your number down anyway. Although they can replay the voice message to hear it again, you’ll win major cool points if you repeat it for them at the end.