time, briefly phone the person to say when you will be available.
Your own voice mail
The message you leave as your outgoing message is an important business tool.Information is critical. The best messages communicate several key things to theperson calling you: your name, the organization and/or group you're in, the currentdate (this tells them you are checking your messages), whether you are in the officeor not that day, when to expect a call back, whom to contact if the call is urgent, andhow to get to that person.This seems like an enormous burden, but it just requires a little discipline first thingevery morning or last thing every night. If you've ever called someone and gotten ageneric voicemail, you know how disconcerting it can be. Is the person on vacation?Will I get a call back? When? So it's especially important for people who travelfrequently to attend to outgoing messages.Of course, you can simplify the approach and perhaps change your message once aweek providing an update of the days you'll be out of the office that week. Any usefulinformation in your outgoing message will make your caller feel more comfortablethat the message is important and you will respond. Be sure to respond.
On the Call
After establishing contact with the party you're trying to reach, you should be readyto use the time as effectively as if you were in a face-to-face meeting.
The speakerphone – friend or foe?
Speakerphones are a great tool for communication via the telephone, but they mustbe used wisely. Some people prefer to use a speakerphone even when no one else islistening in so that they can take notes during the conversation without having to juggle a phone receiver. If you're one of those people, make sure you inform thepeople on the line with you that you are using a speakerphone, and if they seemapprehensive, explain why it is necessary.Speakerphones are also useful for conference calls. If you are leading aspeakerphone meeting with a number of people, allow each person to introducehimself or herself, to help the listeners match a name to a voice."In conference calls, always identify yourself by name and never rely solely on voicerecognition," said Lena Bottos, compensation market analyst for Salary.com. "Alwayspreface your comments with an introduction."