Don't leave the wrong business message

If your business is typical, you use the telephone constantly, especially to call customers and prospective customers.  When you can't reach the individual you called, you probably leave a message asking that your call be returned.  Give some thought to how you leave your message – it could make a difference to the profitability of your company.

Most of us have had messages left on our answering machines that are all but impossible to understand.  When you leave a message for someone, here are a few tips to see that your message is understandable.  These tips may also mean the difference between getting a return call or not.  And if customers and prospects don't return your calls, you could be losing their business.

• Since some message machines have a limited time allotted for each message, state your name and telephone number at the start of your message.

• Be sure to speak your name clearly, and if your name is unusual, spell it.

• When you give your telephone number, speak no faster than you can write the numbers yourself.  Remember, the person listening to your message is trying to write while you are saying the numbers.  The number one complaint of those who receive telephone messages is that the telephone number is spoken too rapidly or not given at all.  Even if you know the person has your telephone number, give it again in your message.  If someone needs to look up your number, it is less likely that you will get a timely return call.

• If you are calling from a cell phone, your signal may not be reaching the message machine.  You would be wise to restate your name and number a couple of times to be sure that the message is getting recorded.  Even then, if you have not received a return call in a reasonable amount of time, you may want to call the party again in hopes of catching them at their telephone.

• Once you have completed your telephone message, close by restating your name, your telephone number, and the date and time of your call.