Though the world has gone tech-savvy, phone still remains an imperative part of all communications. It connects a person directly to the other and also helps in conveying information. While you cannot be around the phone all the time, an efficient way to make up for the unavailability would be to appoint someone who can take the message from the caller (if any). Though this might sound a simple task, there is an art in taking phone messages as well. It shows the interactive skills of the person appointed for the task. So, while appointing someone, ensure that the person is efficient in taking calls. Believe me, there can be nothing more annoying and frustrating than to be handed a crumpled piece of paper, with semi-legible words written on it and being told that it's important. Phone message should be accurate and detailed, at the same time, allowing the owner to spend little or no time in deciphering the note. In the following lines, we have provided effective tips on how to take a phone message.
Tips To Take Effective Phone Messages
- The first and the foremost tip to take an accurate phone message would be penning it down on a piece of paper, rather than scribbling it at the back of an envelope or a bill. Avoid writing a message at the edge of another one.
- Avoid writing the message on a paper with little or no space left. Chances are you would not be able to decipher the message at the later hours of the day.
- While writing the message, make sure to include important details, such as the caller's name, company and telephone number, with area code. This way, you can avoid confusion. Also, a message tagged along with the name of the giver and his/her company name, would help you understand it better. Telephone number comes in handy at such times, when you need to re-confirm the message or get back to the person.
- The time of the call is one of the essential components of taking an accurate and effective phone message. This would help you remember or recall the conversation clearly.
- While penning down the information, make sure to ask for correct spellings. Though it might sound insignificant, wrong spellings can change the message completely.
- Make a note whether the message is urgent or not. This way, the owner of the message would get to know whether or not is it time sensitive.
- Pause for a moment or two before you hang up. Make sure you read the message details to the caller, so as to make certain that they are correct.
- A good way to reduce or lessen any confusion in the future would be to sign the paper or write your initials at the end of the message. This way, whoever requires a clarification can directly contact you, when needed.
- While penning the message correctly is vital, keeping it at a strategic location is also imperative. Make sure you leave the message somewhere the recipient is sure to come across. Writing desk, bed or on the door of the refrigerator are some of the places you can place the message.
- Last, but certainly not the least, invest in good pens. Otherwise, you would be left with the message in your mind only, with no written proof! Avoid writing the message with a pencil.