Voice mail is one of the great conveniences of modern time, but when used inappropriately it can also be quite a nuisance.   Use these tips to leave a receive more effective messages:

- Organize your thoughts before hand.  This eliminates the possibility of sounding disorganized and unprepared.

- Be sure to leave the vital information up front.  Your name, company, reason for the call, telephone number, and the date and time should be included in each message.

- Do not use voice mail for messages that need to be in writing.   Lengthy explanations are better expressed through a memo, email, or live conversation…AND resist the temptation to ramble.

- Consider repeating names and numbers twice.

- Speak professionally and politely.

- Be brief and speak slowly and clearly

- When recording a personal greeting for your own voicemail, avoid silly messages, recorded music, and pretending to answer live.

- Assure the caller of the importance of their call, AND return it as promptly as possible.

If you follow these simple guidelines, you will experience a higher call return rate and fewer hang-ups.  Remember, in many cases voice mail messages leave a lasting first impression, so act accordingly.