Playing it by the ear

WHAT is the first thing that comes to your mind when you call up someone and are asked to leave a message with the answering machine? If you're unused to these devices, you'd probably be taken by surprise, fumble through your message, and feel embarrassed. And the crux of the message is lost.

But an adept person would probably make the most of it.

Get a low down on how to say it right.

Short and sweet

When you leave a voice mail message, the message should be succinct and clear. Before you record the message, take a few seconds to think it over.

Avoid unnecessary pauses and breaks, which can delay the message and tests the listener's patience.

Voice perfect

Speak in clear and strong tones so that the message gets recorded properly. In all likelihood, a very soft or faint voice may not get recorded at all. Follow all the instructions before leaving a message.

Important stuff

Don't forget to leave your name and phone number. If it's official work, mention your designation as well. Clearly enunciate your name and contact number.

Read out the numbers in chunks of 2 or 3 digits. This makes it easy for the listener to remember it.

Don't rush

It is just as bad to take up too much time as it is to rush through the message. So speak at a reasonable speed.

If you are a first time caller, briefly introduce yourself before proceeding to talk about what ever it is you are calling about.

Tonality

Adopt a pleasant tone when you record your message. No matter how angry or upset you are, don't let it show in your voice. Be polite and to the point.

Time

Adhere to an approximate maximum time limit of 2 minutes. Else you are bound to lose your listener's attention.

Also avoid time consuming pleasantries such as `Hope everything is fine,' `How are your doing?' etc. Get down to the heart of the matter as soon as possible.

Remember, the answering machine is not a means to conclude a regular telephonic conversation!

Smart Alec

People who know how the answering machine works use it wisely. Most of these gadgets have a message flagging system, whereby the caller can flag his message to the front.

Use this facility when you have an important message to convey.

SAMYUKTA KODA