As a member of a remote team, it’s crucial to leave effective and concise voice messages for your colleagues. In this blog post, we’ll explore the essential components of a successful voice message, aiming to eliminate any miscommunication and prevent the dreaded “phone tag syndrome.” By following these guidelines, you’ll ensure your recipient has all the information they need to take action without needing further clarification.
The Perfect Voice Message: A Breakdown
To illustrate the ideal voice message, let’s examine an example and break down its components:
“Hello Sara. [1] This is David Wilson from Globex. [2] It is 1:00 p.m. on Thursday, July 16 [3] and I’m calling to let you know that I’m ready to ship your laptop battery. [4] After you get this message, please call me back so I can confirm your address. [5] You can reach me at 617-555-3962 anytime between 8:00 a.m. and 5:00 p.m. Eastern Time. [6] Again, my number is 617-555-3962. [7] Thank you!”
- Personalize the Greeting
Begin your message by addressing the recipient by their name. This captures their attention and helps them recognize that the message is intended for them.
- Identify Yourself
Provide your full name and, if applicable, the company you work for. This ensures the recipient knows who is calling and can eliminate confusion.
- Specify the Time and Date
Although most phone services offer the option to check the time of a call, it’s more convenient for the recipient if you mention the time and date in your message.
- Clearly State the Purpose
Briefly explain the reason for your call and the information you want to convey. Keep it concise and avoid lengthy explanations.
- Define the Required Action
Clearly state the action you’d like the recipient to take, such as calling back or sending an email. If there’s no specific action needed, mention that as well.
- Provide Your Contact Information
Always leave your phone number, even if you think the recipient already has it. Speak slowly and enunciate each digit. Include your preferred callback time and time zone, if necessary.
- Repeat Your Number
To ensure the recipient has your contact information, repeat your phone number at the end of the message. This saves them from replaying the message if they missed it the first time
Conclusion
By incorporating these seven components into your voice messages, you’ll guarantee that your remote team members have all the information they need to take the appropriate action. This will improve communication within your virtual team and contribute to a more efficient and harmonious work environment.
If you’d like to learn more, check out “Influencing Virtual Teams”
