Guidelines for Voice Mail Greetings

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Guidelines for Voice Mail Greetings


Clearly identify your name and department so that the caller is 
certain whom they have reached.

   Eh...... you've reached (mumble your name) in (muble department) 
   at (mumble company).
 
Let the caller know that although you are not able to speak with them,
their call is important. 

   I could speak with you  now, but I just dont want to, but if you 
   really really want to, I guess you can leave a message.

Help educate frequent callers on how to use our voice mail system. Let 
callers know they can skip your greeting.
 
   You can skip this whole thing and save my time by just hanging up 
   and calling again.  

Use your greeting effectively!  Change your message if you are going 
to be out of the office for more than one day.  Let calls know whom 
they may speak to in your absense.  When recording an extended 
absence greeting it should be brief but informative.

   Ill be out of the office tomarrow until I decide to come back, 
   and its too bad because no one else except me can help you.   

Offer the caller alternatives to leaving a message. Give the directions 
on how the caller can transfer to the operator.

   You can talk to the operator by hanging up, wait for the dial tone 
   and punch 0. 

Leave the caller with the feeling that he or she is in control.

   If you want to speak with my manager, call back and ask for 
   Amanda Huggenkiss. Or tell them you want to get a hold of Mike 
   Rotch or that your looking for a Hugh Jass.


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