Phone Etiquette 30: Updating Your Voicemail

If you are running a business and are often out of the office, it is good practice to update your voicemail. By doing so, your customers/clients will know that you are on top of things and will re-assure them that you are indeed listening to their calls.

Whenever you will be out of the office, whether on vacation or on a business trip, include the dates that you will be out and the date that you will return. Make sure to mention that you will be reviewing your messages when you get back. If you want to, leave a mobile number where you can be reached for emergencies or important calls.

Phone Etiquette 019: Answer Office Phones Promptly

Letting your phone inside the office ring for too long before answering is a sure way to annoy your co-workers. Answer calls after three to four rings. If you are an extra busy person, there is a way to setup your voice mail to pickup after a certain number of rings.

Phone Etiquette 013: Leaving Voice Messages

Leave a voice mail or message only if what you have to say is important and/or require immediate attention. Leaving a voice mail asking for call back is perfectly understandable, but “Just calling to say hi,” is not. Most phones are equipped with “missed calls” feature anyway, so the person you are calling will see your number and know that you dropped to say hello.

Phone Etiquette 006: Record Your Own Voicemail Message

Never use the default voicemail greeting of your phone. Recording your personalized greeting with your own voice will put the caller at ease, letting them know that your voicemail will be checked.

Follow your phone’s instructions on how to record your voicemail. Before recording, write down what you want to say so you will not be confused in the middle of the message. Here are some helpful details to note in your voicemail message.

• Your name and position (if on a business phone)
• Working hours (if on a business phone)
• Date
• Best time to call
• Alternative phone number (cellphone, home phone, etc.)