How do you manage urgent voicemail messages?

1 Check your messages regularly

The first step to managing urgent voicemail messages is to check your messages regularly and frequently. Don't let them pile up or go unnoticed for too long. You might miss important deadlines, opportunities, or requests that need your response. Set a schedule or a reminder to check your messages at least once or twice a day, depending on your workload and expectations. If you have a busy or unpredictable schedule, you can also use features like email notification, text alert, or visual voicemail to keep track of your messages.

2 Prioritize your messages

When it comes to prioritizing your messages, it's important to distinguish between those that are urgent and important, those that are important but not urgent, and those that are neither important nor urgent. To do this, you can use the ABC method. Messages classified as ‘A’ are urgent and important; they need your immediate attention and could be related to deadlines, crises, problems, or opportunities. Messages classified as ‘B’ are important but not urgent; they have some value or relevance for you and can be dealt with within a reasonable timeframe. Lastly, messages classified as ‘C’ are neither important nor urgent; they can be ignored, deleted, or archived for future reference. Examples of these messages include telemarketers, spammers, or friends who just want to chat. By prioritizing your messages according to their urgency and importance, you can ensure that you respond to the most relevant ones in a timely manner.

3 Respond promptly and professionally

The final step is to respond to your urgent voicemail messages promptly and professionally. Don't delay or procrastinate on your responses, as this can damage your reputation, credibility, and relationships. Aim to answer your A messages within an hour or two, while B messages should be responded to within a day or week depending on the urgency. C messages can be deleted or archived if you don't have time or interest. When responding, make sure to identify yourself and the reason for your call, be clear and concise, be polite and respectful, and confirm and follow up. Summarize the main points and action items of your conversation, ask for confirmation or clarification if needed, provide contact information, and follow up with an email, text, or call if necessary. By following these tips you can manage your urgent voicemail messages effectively and efficiently while also impressing clients, colleagues, and partners with your professionalism and responsiveness.

4 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?