Whether you are the message taker or the person leaving a message, you have some responsibility and control in making sure that a ‘call back’ can happen. Here are five tips to help ensure that messages are responded to. Remember, missed messages can result in lost opportunities, so it’s important to get this right.
1 Avoid leaving long-winded messages
We recently carried out a straw poll on Facebook to find out who got to the point or rambled when leaving messages and the result was 50 / 50. Remember, someone has to either listen to your message or collect the message from you to pass onto their colleague – Write down your message or have it in mind to keep it very simple and concise.
2 Be Proficient at Reciting Your Contact Details
Don’t get caught out when making business calls or leaving messages … How well do you know your telephone number? It’s important to know and be able to relay your contact details clearly and confidently when leaving a message if you’re expecting to get a call back.
3 Remember to Leave Contact Details
Always provide your telephone number when leaving a message – If you’re leaving details with a person, insist they take your number and ask them to read this back to you
4 Know When / Where to Leave Your Contact Details (Voicemail)
If you are leaving a voicemail message, ensure you give out your name and number at the beginning of the message, as it makes life easier for the recipient if they need to replay it to obtain your contact details.
5 Don’t Miss Urgent Messages
When taking a message remember to mark it accordingly, i.e. if it’s urgent tell the recipient so that they know to call back immediately. However, it’s just as important to cite urgency if you are leaving a message and you need a response quickly.
Message Takers has now been taking messages for customers for over 21 years and as a prompt, polite and professional telephone answering service we answer calls for many different types of businesses throughout the UK. For telephone answering assistance call: 01858 439000 www.messagetakers.co.uk