Your use of voice mail tells others a lot about you. Here's how to make a good impression.

1) Present a Positive Image

Your outgoing voice mail message should be simple, positive, and professional. State your name and company followed by concise directions. You may want to leave a daily message because it shows that you check your messages and tells callers what to expect. For example, "Welcome to Steve Kaye's voice mail at Personal Quality. Today is Monday and I will be out, helping a client improve profits. Please leave a message and I'll return your call tomorrow." This message lasts nine seconds.

Make sure that your outgoing message is unencumbered by music (turn off the radio), rustling papers (sit still), and background noise (close the door). These sounds make it make it difficult for callers to understand your message. Similarly, avoid gimmicks such as singing, reading poetry, or citing long lists of credentials. These appear unprofessional.

2) Practice Professional Courtesy

Some people use voice mail to screen calls. Although this may control interruptions, it becomes rude if you never respond to the messages. Those messages are very important to the people who left them. That's why they called.

Set aside a time each day to return calls. If the messages were left by people whom you do not want to talk to, have an assistant return the calls. Or call back when the other person will be away from the phone and leave a message. The brief moment that you spend on a return message helps the caller continue business and frees you from receiving additional unwanted calls. For example it takes eight seconds to say, "Hi, Chris. This is Steve Kaye responding to the message you left today. Please remove my name from your call list. I have no interest in cryogenic ant farms."

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IAF Certified Professional Facilitator and author Steve Kaye works with leaders who want to be more effective. His innovative workshops have informed and inspired people nationwide. His facilitation produces results that people will support. Call 714-528-1300 or visit his web site for over 100 pages of valuable ideas. Sign up for his free newsletter at http://www.stevekaye.com

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