Voice Mail and Academics: Creating a Virtual Office

Abstract

Voice-messaging (also called voice mail) is a computer-based technology that uses a standard touch-tone telephone for input and retrieval. Because of its ability to enhance communication, voice mail is a powerful communication tool. Voice mail systems allow users to access their messages from any touch-tone telephone, twenty-four hours a day, distribute one message to many recipients, forward messages with covering remarks to other users, mark a message for future delivery, and create personal greetings. In addition, many of the voice mail systems currently available offer interfaces to electronic mail and fax communication—thereby providing a complete communication management facility. Although much has been written about the use of voice messaging, little is known about how voice messaging is used by faculty at institutions of higher education. The communication needs of this group differ in crucial ways from business organizations and even from the needs of their own administrators. While faculty have as strong a need for communication and interaction with their students and colleagues, their varied hours often prevent them from being available to do so. This article describes the unique communication needs of academicians and how innovative use of voice mail can address these needs. By creating a virtual office, voice mail can serve as a solution to: the conflict many academicians have between being in the office for students and conducting research; the frustration inherent in trying to contact committee members and colleagues; receiving messages meant for someone else; and extended absences from campus that put faculty out of touch with students and others.