Hard To Hold

Do you get annoyed when people don't respond to messages you leave on their voice mail? It might be your own fault. Linda Fracassi, president of Learning Essentials Inc., a telephone sales training company in Toms River, New Jersey, says the most common mistake people make when leaving voice-mail messages is speaking too quickly, especially when leaving a phone number. She offers these tips for leaving messages that get attention and make it easy for the person you're calling to call you back:

• Speak clearly and carefully enunciate each word.

• Give your name and telephone number twice.

• Keep your message brief, but let the person know the reason for your call so they can be prepared when they call you back.

• Always date and time your messages, even though most voice-mail systems automatically do that. "It sets your message apart from the others," says Fracassi.

• Let the person know the best time to reach you. You don't need to leave your entire itinerary, Fracassi suggests; simply say, "The best time to reach me is --" and leave the time. Also, if you're calling out of the local area, let the person know where you're located or what time zone you're in.

• Practice your message before leaving it so you make a professional presentation.

• If the system allows, review your message and re-record it if necessary.

• "Recognize that voice mail is here to stay," Fracassi says. "Realize that this is a communication tool that can either hurt or help you."

This article was originally published in the October 1997 print edition of Entrepreneur with the headline: Hard To Hold.