subject: Using Voice Mail Effectively And Efficiently [print this page] Voice mail is a common addition to modern phone systems, although the individual features and abilities of advanced mail systems vary greatly. Both businesses and private voice messaging services can be used very effectively, but this requires a basic understanding of the system's function and some good habits.
Voice mail should be dealt with and answered very quickly. This is absolutely crucial, particularly in the world of business, as it allows the system to be easily managed; a voice mail system that's ignored for a few days will become overloaded with messages, and it may become difficult to effectively answer each one. Answering a message quickly makes it much easier to accurately respond to each caller's needs, which is important from a business standpoint. The old adage "strike while the iron's hot" is very important in any form of communication. One of the best features of modern voice mail systems is their ability to help an individual stay organized, but this starts with a quick response time on the part of the voice system's owner.
The voice message greeting your callers should be upbeat, professional, and interesting, as this will encourage callers to use the system rather than hanging up and calling back at a later point. Modern callers are aware of how voice mail systems work, so it's best to make a concise message that gives alternate contact information in case of emergencies if necessary and a brief greeting. The best messages encourage a direct action, and use professional language with a bright tone to keep the caller's interest.
In order to organize messages more effectively, phone users should choose a service that will send each message to your email account, or a service that lets you elect when to receive messages via email. This can make it easier to listen to messages without wading through phone menus, and one can easily decide which messages will require a call back and which will require a simple email or other form of contact. Many modern voice messaging systems offer this feature, and it's quickly becoming a standard.
Look into the other features of the system that you're using. In particular, phone users should try to find a system that can automatically translate voice messages into text emails. These services are no more expensive than other services, but provide a valuable tool for when picking up a phone isn't an option. With a modern smart phone, voice to text makes it possible to check voice mail messages silently from almost any location. The potential advantages of this service are quite notable. Voice to text effectively improves the mobility of voice mail services to an even greater degree than voice to email, and modern voice recognition software provides tremendous accuracy for each translated message.
Both businesses and private phone users should be sure to study the entirety of a voice mail service's features before signing a contract, as the features of a service will directly impact its usability and efficiency. Anyone can find a great, flexible messaging service, and getting such a service without paying a tremendous amount of money will make it much easier to enjoy the tremendous benefits of a modern voice mail system.
