Breaking Through The Voice Mail Barrier, Or How To Communicate With Busy People

Filed in archive Sales on March 6, 2007

It is often difficult to speak with busy people.

Leaving numerous messages on voice mail has limitations, and I think we have become overly dependent on voice mail.

Call Screening Sucks - But Make The Receptionist Your Friend

Most receptionists are 'gate keepers', whose job it is to answer the telephone and in some businesses screen calls.

Screening calls is an attempt by management to improve efficiency, and allow staff time to get their 'work done'. However, depending on the training and instructions provided to the 'gate keeper' this can have a negative impact on customers, suppliers, friends and family.

The solution is to ask the 'gate keeper' to help you. If you ask, they will often tell you the best strategy for getting in to see someone.

So What Else Can We Do?

E-mail: think about it. When someone sits down to view e-mail, they are ready to receive messages. When they read your e-mail, you have their undivided attention! Not quite as good as speaking with them on the telephone or in person; however, it can be an effective communication tool.

The Facsimile: if the information is not confidential, I suggest sending a fax. Faxes have an urgency to them, and they will find their way to the hands of the recipient.

The PDA: increasingly, people are carrying an e-mail equipped Personal Digital Assistant (PDA). I carry one, and it is the best way to get in touch with me. If someone asked for the e-mail address, I would give it to them.

Voice Mail: this can be a powerful tool if used appropriately. Pay attention to your voice and leave a message with instructions. Make the message friendly, informative and put some personality into it. However, it is inappropriate to leave a voice mail when cold calling, have bad news or you need a detailed explanation.

You can use these tools to:

• continue a dialog;


• set up and confirm appointments;


• clarify buying intention


• confirm details; and,


• communicate with hard to reach, busy and successful people.

Look For Opportunities

Customize your approach for each person. Be creative! Be sure your message contains enough detail to make it worth the reader's time. Put some thought into your message and edit it to ensure communication is clear and concise. Use a spell checker too. :o)