Voicemail messages are an essential part of phone communication, especially when you are not available to answer a call. However, they can also contain sensitive or personal information that you don't want to share with others. How do you keep voicemail messages confidential and protect your privacy and reputation? Here are some tips to follow:
The first step to keep your voicemail messages confidential is to choose a secure password for your voicemail account. A secure password should be at least six digits long, not easy to guess, and different from your other passwords. You should also change your password regularly and avoid writing it down or sharing it with anyone.
Another way to keep your voicemail messages confidential is to delete old messages that you don't need anymore. Deleting old messages will free up space in your voicemail inbox, reduce the risk of unauthorized access, and prevent unwanted playback. You should also delete any messages that contain sensitive or personal information as soon as possible.
If you need to listen to your voicemail messages in a public or shared space, you should use a headset or earphones to avoid disturbing others and exposing your messages. A headset or earphones will also help you hear your messages better and avoid missing important details. You should also lower the volume of your device and move away from noisy areas.
Further, activate and use Voicemail Dictation where you can read the voicemail rather than listening, especially useful in a public place. It’s also usually faster to read than listen, and makes it easy to note callback numbers and clear next-actions or to identify a voicemail as spam and add the caller to your blocklist.
Another tip to keep your voicemail messages confidential is to record a professional greeting that informs callers of your availability and expectations. A professional greeting should be clear, concise, and polite, and include your name, the reason for your absence, and when you will return the call. You should also avoid giving out too much information or inviting callers to leave long messages.
Finally, you should review your voicemail messages regularly and respond to them promptly. Reviewing your messages regularly will help you keep track of your calls, prioritize your tasks, and avoid missing deadlines. Responding to your messages promptly will show your respect, professionalism, and courtesy to your callers, and prevent misunderstandings or conflicts.
By following these tips, you can keep your voicemail messages confidential and maintain good phone etiquette. Voicemail messages are a valuable tool for phone communication, but they also require proper care and attention to protect your privacy and reputation.
I have found deeply insightful these tips mentioned in connection to handling voicemails. There is one more thing that I suggest, - which is the importance of emphasizing to your stakeholders the idea of confidentiality. Since using voicemails may inexorably encompass information leaks, the easiest way to preclude such risks from happening is to build a business culture within and without our enterprise where these tools are used only as complementary equipment for exchanging information and merely as an instrument to set up the following necessary action. That said, it might be one of the newly learned premises of contemporary entrepreneurship not to base their information security on the exclusive use of tech tools.