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- Be prepared with pen and message slip when you answer the phone.
- When taking messages be sure to ask for:
- Caller's name (asking the caller for correct spelling.)
- Caller's phone number and/or extension (including area code)
- If the caller is a student, ask for the Student ID# (if appropriate) and ask about the subject of the call.
- Repeat the message to the caller.
- Be sure to fill in the date, time, and your initials.
- Place the message slip in the called party's inbox or in a conspicuous place in their office, such as their chair.
- Don't forget that you can transfer them to voicemail instead of taking a paper message, but don't forget to ask, "Would you like me to transfer you to his/her voicemail?" Do not assume that the caller would rather go to voicemail. Always ask first.
Ending Conversations
There are several ways that you can end a long phone call without making up a story or sounding rude:
- Leave the conversation open, and let the other party end the conversation.
- Promise to finish your discussion at another time.
- End on an "up" note.
- Tell the person how much you've enjoyed speaking with him/her.
- Before hanging up, be sure that you have answered all the caller's questions
- Always end with a pleasantry such as : "Have a nice day" or "It was nice speaking with you"
As long as you are honest and polite with the other person, you shouldn't have any problems getting off the phone and onto something else.
Voicemail Etiquette
Voicemail has many benefits and advantages when used properly. However, you should not hide behind voicemail. If callers constantly reach your voicemail instead of you, they will suspect that you are avoiding calls. Following are some helpful hints that will help you and your callers benefit from voice mail.
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