Can you imagine how chaotic and time-consuming life would be without a way to leave messages by phone? Leaving messages on voice mail is an ideal way to get across exactly what you want to the other person, even when they aren't available to take your call. Many times, people prefer to leave a voice mail message rather than to leave a message with an assistant or receptionist. Voice mail gives the recipient specific information and there is less potential for mis-communication.

When you leave a voice mail message for someone else, it is important to be clear and specific. There are several ways to do this effectively. Leave all the necessary information including the time and date you called. If you need to ask a question, go ahead and do it, and specifically request that the person leave the answer on your voice mail or e-mail if they don't reach you in person. Ask too whether he prefers that you use voice mail or e-mail. Some information is confidential and you want to be sensitive to this.

Always leave your e-mail address and phone number even if you know the person you are contacting already has this information. This saves them time because they don't have to look up your information, and you'll get your call or e-mail returned sooner. Even though finding the number may take only a minute, those minutes add up and often that's just enough reason for someone to say, “I'll do it later.” Looking up the number or e-mail address takes them off task, and they may easily get distracted by another project and not return your call quickly, if at all.

If you are trying to set up a meeting, leave a message that includes two or three dates and times that work for you. When your prospect returns the call or e-mail, she can simply choose the date and time that works for her. This will make your time flow better. And if she responds by e-mail, you don't lose time chatting, either.