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                          JeffNEWS, August 1, 1995
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Voice Mail Refresher Course
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Can you imagine life without automatic teller machines, video cassette 
recorders, cellular phones, voice mail? Chances are, these modern 
conveniences seemed daunting at first - until you got the hang of them. While 
you (or your kids) know how to program the VCR, unfortunately, many of us 
aren't using voice mail to the fullest. Sure, voice mail can operate as a 
basic answering machine, but it can perform more sophisticated functions as 
well. But first, let's review ways you can make voice mail user-friendly for 
callers. 

o Record a personal greeting in your own voice every day. (Your greeting is 
  what people hear when they dial your number.) Give your name, date and day 
  and tell callers when you will be able to call back. "It only takes 10 
  seconds to change your voice mail greeting every day," says Betsy
  McMenamin, department of information systems. After dialing into the
  system, press 4-3-1-2 to record your personal greeting. (You don't have to
  listen to all the prompts.) 

o Record an extended absence greeting if you are away from the office on 
  business or due to illness or vacation. Be sure to tell callers the dates
  you will be out of the office. After dialing into the system, press 4-3-2. 

o Don't send callers to voice mail jail. Give them the option to speak to a 
  live person, especially if they need immediate assistance. Although the 
  systems voice "Marsha" will come on after your greeting and tell callers
  how to reach a live person, reiterate in your greeting that callers can
  press 0 and someone will redirect their call. Staff members in
  departments that don't have this zero out option need to provide callers
  with another extension or pager number so they can speak to someone
  immediately, if necessary.

Watch upcoming issues of JeffNEWS for more voice mail tips.


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Information provided by:  Editor, JeffNEWS
                          (215) 955-6204
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