All:
Please take a look at Stan's recommendations. I would like to discuss this at today's meeting under new business. As we move into the new building let us remind ourselves that this is not business as usual and we need to raise the bar on all of our service and outreach activities. We have a wonderful opportunity to reinvent the way the world perceives us.
Kevin

-----Original Message-----
From: Stan
Sent: Thursday, August 26, 2004 3:54 PM
To: Kevin
Cc: Joan
Subject: Reception Script


KM,

As we discussed.

Here is a sample script for what I have experienced as "professional
reception language" when answering an office reception station.

"Good morning (afternoon), School of Theater and Dance, this is Rosalie
(name of receptionist) how may I direct
your call ? "

When caller asks for Professor X....ask...."Who may I say is calling ?"

Then say "One moment please while I check that extension."

Contact the callers extension and say, (if the person answers) Ms. X is on
line 1, (Profesor may respond in any of the following ways: If the
professor is not in, return to caller and say "Profesor X is not avaliable,
would you like their voice-mail"

1. Thank you I'll take the call
2. Please send them to voice mail
3. Please ask them what this is referring to, and let the profesor know.

The above is a screeing process that alllows Faculty to determine how they
wish to handle the call, for example, if they are with a student they might
wish to have the call sent to voice mail, or if thery are expecting an
important call, they may wish to take the call etc....

Since we have direct lines, the faculty member can be judicious as to whom
they offer direct lines to, and who they give the main number to.

I hope this will raise the level of professionalism in our communication
with those who contact us via phone.

Thanks.

Stan