Love it or hate it, it’s hard to discount the effect that voice mail has had on businesses. It’s helped to improve business communications by letting people leave lengthy, secure and detailed messages that are easily understood. Many even appreciate the ability to tell somebody something without actually talking to them.

As more people turn to texting, instant messaging and chat, the thought of having to leave or check voice mail may seem outdated.

But make no mistake: voice mail continues to be a convenient communications service for phone users – allowing information to flow, even when both parties aren’t present. That’s why service providers continue to invest in developing enhanced voice mail features like the ability to have a voice mail notification sent to email or a voice message saved as a .wav file and sent to a recipient’s email, or the ability to manage voice mail functions via online portals.

I’d like to offer some advice to make your voice mail system seem like a vibrant, active part of your business:

• Update your greeting frequently. Remember the beauty of voice mail is knowing that someone will actually receive a message, so make sure to add a date to your message and share expectations for returning calls.
• Speak clearly and cheerfully.
• Include your first and last name, your job title and company so that you don’t get misdirected messages and so callers are fully aware of whom they are talking to.
• Give short, simple instructions for leaving a message.
• And don’t forget to tell people when they can expect to hear back from you. Include that added special touch so you don’t leave your callers guessing.

Tell us: Is voice mail still relevant for your business? How are you using it to improve the flow of business communications? Share your thoughts in the comments section.