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Note: Information contained in archived ITSS newsletter articles was current at the time of publication, but may not reflect the present state of technology or ITSS.

March 2003

Voice Mail Etiquette Tips

Voice mail can be a powerful and useful communication tool. Here are a few tips to help you make the best of voice mail.

  • If possible, indicate when you will return calls.
  • Keep your greeting up to date. Change your greeting daily, or once a week. Let the caller know whether you are on campus that day or week.
  • Keep your greeting short but informative. Consider including your name, the date, when you might be available to take calls, and who else can assist if you are not available. Don't go on too long, or you risk callers bypassing your greeting.
  • When leaving a voice mail message that requires a response, end your message with your phone number. This makes it easy for the recipient to call you back. Give your number slowly to make sure the recipient can write it down without having to listen to the message a second time.
  • If you are delivering complicated or technical information, consider using email instead. Also, use email when you would like a record of the communication
  • Try to avoid rambling or ranting when leaving a voice mail message. Long repetitious messages are likely to be skipped or discounted by the recipient. Be polite, and say succinctly what you want.
  • Our voice mail reference card is available online should you need help changing greetings or using other system features. You can find it at the Voice Mail Reference Card web site.
  • If you need additional information, contact Chuck Bosell (cbosell@d.umn.edu or ext. 7939).

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Last modified on 03/07/03
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