Is there anything more annoying than having to leave a complicated message on an answering machine or office voice-mail system? Yes. It is being the helpless recipient who cannot make sense of the message you did leave. Here are some tips to end frustration and confusion all around.
- If it is doubtful you will reach someone the first time you call, make an outline of the important points of your message before you reach for the telephone. (This will help you out even if you do reach her or him).
- If you get the answering system and you are not prepared, hang up. Draw up an agenda, and then call back. Do not ramble on – you may be cut off in mid-thought and have to call again and start over.
- Enunciate as clearly as if you were speaking with someone who has trouble understanding English – hearing is never as easy or as accurate as reading. Speak a little louder and slower than usual. Repeat telephone numbers and important points. Say, “I will be in tomorrow morning, Tuesday, May 3, after 9 A.M. – that is tomorrow after 9 A.M.” This is a courtesy and often a time-saver for the recipient who, if she or he does not get the facts from the first hearing, will have to rewind the tape to play it again.
- Owner and users of voice mail and answering machines should give callers a break from canned music and the aggressive, supposedly funny messages that only delay the caller. Could anything create a worse impression on a prospective employer than a blast of rap at 8:30 A.M.? Ditto the pseudo-music on the office voice mail. Whenever you feel the urge to leave a silly or “creative” message, ask yourself, “Would I want to spend my time listening to this?”
Tags: answering machine, Etiquette, Voice-mail, voice-mail system
Before you take off for that incredible new job, be sure to make a graceful exit from your old game. Here are some smart parting gestures.
- Say goodbye. It sounds basic, but many people fail to do the rounds before they go, assuming that they will run into their colleagues at some point down the line. That may be true, but most people still expect a personal farewell.
- Leave your new information. Hand out Rolodex or business cards printed with your name, new number and me-mail address to anyone who could be a useful contact in the future.
- Help out your successor. Leave your number so he or she can call with any questions, and unless you are moving to a competitor, bequeath her or him your Rolodex (remove personal cards and copy business cards you need to take with you). Also, ask your boss if he would like you to compose a memo explaining office procedures and the basics of your job.
- Say the right thing. If you suspect your coworkers might throw you a goodbye party, prepare a short speech. Nothing formal – just express your appreciation and share some thoughts about what you have gained.
- Write a thank-you note. A quick note to your boss (or an especially helpful colleague) thanking her or him for her or his guidance and support will score big points.
Tags: Etiquette