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Virtual Landline guidelines for using voicemail for business

on Monday, 01 July 2019. Posted in Tips

Virtual Landline guidelines for using voicemail for business

Maintaining a professional persona requires employees to pay attention to the etiquette and detail of using voicemail. Using voicemail productively and properly, when managing conversations, will help you be a more effective business professional. 

Voice mail allows you to receive business-related messages, even if you are not available. It is a great tool, because you can use the caller's tone as an indicator of sentiment, which you cannot always get from a text or e-mail; you know instantly on a voice mail if you are receiving a complaint or good news. Let's begin with the basics of voice mail etiquette and then move on to other important related topics.

The basics of voicemail:

  • Identify yourself and your company on a voice mail and leave clear, succinct points. 
  • You should leave your name, company, the date and time of your call, and your direct number.
  • Speak using appropriate volume, speak clearly, and speak slowly so the person on the other and can understand what you have said.

Voicemail etiquette is also combined with general phone etiquette.

  • Voice mail should be simple to use, whether you use a desktop voice mail system, a digital version from your phone carrier, or your mobile phone carrier.
  • Voice mail requires a "mailbox" or account for entering keypad commands, recording outgoing messages, and retrieving messages. You can read more on setting up your Virtual Landline voicemail here
  • When you set up a mailbox, a space is created on a server for your messages. It opens a file where your digital messages can be stored. When you enter a pass code, you can listen to, or manipulate your voice mail box

If you need any further assistance or advice please contact the Virtual Landline team on +44 (0) 203 488 0088


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