Before making that initial or follow-up phone call, be prepared to convey your information in a clear and concise manner. If, by chance, you happen to reach a “live” person, start by greeting the person by name, state your name and the reason for the call. Unless they are expecting your call, ask “Do you have a few minutes to talk to me now, or would another time be better?”

Voice mail seems to be a necessary evil in today’s business setting. Preparation is the key; have the information you need before making the call. Begin by stating your name (spell it out if needed), your phone number and a brief message. Request a specific action (ie. return call, send information, schedule meeting) to avoid confusion. End the message by repeating your name and phone number and saying “thank you.” Speak slowly and clearly. Do not ramble; know what you need to say before you make that call. The message should be no more than 45 seconds in length. Your message leaves an important first impression that you can’t take back.

If you leave a message but don’t get a return call within one or two business days, it’s appropriate to call again; there may have been a problem in obtaining your information from the message. However, if you’ve left a voicemail message, don’t leave another one within a few hours unless it is truly an emergency.