1. Keep your recorded message short. Identify your name or company and invite a message. You can say “I’m sorry I missed your call,” but don’t list a bunch of reasons why you’re not available. It doesn’t matter if you’re on another line, in a meeting, out for lunch, taking a walk or in the bathroom – this point is you’re not available. My two favourite residential phone messages that cut to the chase are “Speak at the beep” and “you know what to do.”
2. Tell callers if your machine has a time limit, so they don’t get cut off in mid-sentence.
3. If you require a long message use a bypass system that allows callers to get right to the “record” tone.
4. Avoid clichés – everyone’s busy.
If you’re out, tell callers when you’ll be picking up messages and calling back.
If you’re away, program your phone to go into voice mail after one ring.
When you’re involved in high – concentration task, avoid the temptation to answer the phone. It’s a discipline – you may break out in a cold sweat – but it will protect your most productive time.
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