Receptionist Telephone Protocol
Introduction: THE MOST IMPORTANT THING TO REMEMBER while working, is that you are a representative of Purchasing Services and the University, as such, it is imperative to treat every caller and visitor with respect, and project the best possible image to every caller and/or visitor.
- Voicemail
To retrieve voicemail, press the VCML button and follow the directions given. When prompted for the pass code, press 54321. You'll know you have voicemail when the VCML light is flashing.
- Purchasing Phone
The main number for Purchasing Services is 612-624-2828. This phone is only a one-line phone, but it does have overflow ability. You may be talking to a caller and get another call. This call will automatically bounce to the OVFL line.(If not answered in three rings it will roll into voicemail.) To answer it, put the first caller on hold by using the HOLD button, then press the OVFL button to talk to the second caller. To get back to the first caller, place the second caller on hold, then press the 4-2828 button.
- Call Transfer
To transfer a call, press the XSFR button, then dial the extension. When it rings, hang up. It is helpful for the caller if you offer them the buyer's direct dial phone number for future reference.
The phone will ring four times on 4-2828. After that, it will bounce to OVFL and ring three times. After that, you'll miss the call if you don't answer it.
- Answering Calls
When you answer a call, say, "Good morning/Good afternoon, Purchasing Services. This is __________. How may I help you?"
The ABVD key is the abbreviate dial key. If you want to call any buyer, and you're on line 42828, just press the ABVD button and dial the buyer's two-digit code: Kathleen Stoner is 11; Karen Triplett is 33, TBD 44, Jerry Taintor is 55, Bonny Fleming is 77, Sonja Sheriff is 88, and Jane Thomas is 99.
- Purchasing Fax Machines
Our fax machine number is 612-626-0366. The number for our secondary fax machine (which you should not give out) is 612-624-2844.
See also Fax Machines and Faxing
- Messages
When you take a message, be sure to fill out the message slip accurately and completely. All fields are important. Include your name or initials. For messages, the preferred way is voicemail. Next best is e-mail. Third best is on paper.
Last Revised: October 30, 2001
©2001 Regents of the University of Minnesota
The University of Minnesota is an equal opportunity educator and employer