Overview – Voicemail
Voicemail, sometimes called message bank, is a centralised system of managing telephone messages for employee groups. A voice message is recorded on employees’ telephones and is accessible via the telephone network. Voicemail can mimic many characteristics of email by providing daily news updates and targeted information to specific groups, such as managers or field sites.
Additional features include marking a message urgent and/or private, or asking for notification when the message has been retrieved. Voice Over Internet Protocol (VOIP) technology enables voice messaging across different voicemail systems through the recording of a voice message into a computer system, which is then relayed to the specified telephone number.
This tactic is useful for:
✓ Communicating targeted information quickly and consistently to one or more employees anywhere on the phone network.
✓ Communicating information to project team members who are geographically dispersed and cannot meet every time there is information to be exchanged.
✓ Communicating personal messages that require no discussion, e.g. acknowledgement of a job well done.
Things to consider:
⇒ Begin the voicemail by stating who you are, who the message is for, the purpose of your voicemail, and what you expect the recipients to do as a result of it.
⇒ Keep the voicemail message brief, use the active voice, and keep sentences very short.
⇒ Convey the most critical part of the message in the first 10 seconds of your voicemail.
⇒ Conclude your message with a clear request for any follow-up action. Confirm what you want recipients to do in response to your voicemail.
⇒ Use a conversational tone as if you were speaking directly with an employee. This is particularly important if you are reading the message from a prepared script.
⇒ Play back the recorded voicemail to ensure the pace at which you are speaking and your tone convey the right sentiment to support your message.
Voicemail messages are not appropriate for some communications, such as providing negative feedback or highly detailed information. Negative feedback should only be conveyed face-to-face for clarity of understanding. Email is the preferred tactic for communicating more detailed messages that may need to be printed out for reference or cross-checking.