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You are the manager for the Accounting Department at Ryan Associates.
While you were away from the office on a trip recently, you called several
employees in your department. You noticed that the voice mail messages
used by some department members were not very helpful and did not sound
professional. You have decided to give department members suggestions for
improving their messages and to provide sample messages.
1. Review the guidelines for effective voice mail messages found in this
topic.
2. Compose a memo or an e-mail message to the Accounting Department
from you. Use the current date and an appropriate subject line. (If you
are using e-mail, save and print the message. Do not actually send the
e-mail.)
3. In the memo or e-mail, mention tactfully that the voice mail messages
used by some department members could be improved. Explain rea-
sons why department members should record an effective voice mail
message to be heard by persons reaching their voice mail. Discuss why
they should leave effective messages for others. Include guidelines for
effective voice mail messages in the memo or e-mail. Include a sample
message that you might record for persons reaching your voice mail.
Also include a sample message you might leave when you reach another
person’s voice mail. Ask department members to prepare and record
effective and professional voice mail messages.