Taking Messages

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When it comes to taking messages,
I follow the “Three GET’s” Rule:
get the message, get it right, then get it to the right person!
"He’s not available right now,"
I say, answering a colleague’s phone. Right away I offer:
“I’d be glad to take a message for him.’
"Tell him Jim called," says the caller.
Jim who?
"May I have your last name, please?"
"Matuschechek." Better safe than sorry.
Why don’t I ask him to spell it?
"Could you spell that?"
And it doesn’t hurt to double-check.
"Let me read that back to you.
M - A - T - U - S - C - H - E - C - H - E - K."
Now I need to find out what company he is with.
"And who are you with, Jim?"
And his phone number.
"At what number can he reach you?"
Then I double-check to avoid mistakes.
"That’s 222 - 555 - 0000..."
I don’t recognize the area code, so I ask:
"What city is that in?"
Could that be in a different time zone?
"What time is it there?"
Now - the message.
"And what’s the message?"
And a convenient time to call him back.
"When’s the best time to call you?"
That should be all.
"Thank you. I’ll make sure he gets the message."
Okay, what’s next? …
Oh yes, get it to the right person!

© 2009 Natasha Cooper

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