ATTACHMENT III

 

 

 

Voice Mail Etiquette Guidelines

 

1.      Attempt to answer every call personally, using voice mail only when necessary.

 

2.      All calls should be returned the same day whenever possible.

 

3.      Voice mail greetings should represent Texas State in a courteous, professional manner.  Greetings should be changed informing callers if you are out of the office and providing an alternative phone number.

 

4.      In order to avoid voice mail “circles,” do not set your custom operator, or “0 out” number, to another phone that utilizes voice mail.  The custom operator should instead be set to forward to a phone that will be answered at all times.

 

5.      Suggested greeting templates are:

a.       In the office:  “You have reached _________ with Texas State University.  I am in the office today, however I am currently unavailable to take your call.  Please leave a message and I will return your call as soon as possible.”

b.      Out of the office:  “You have reached _________ with Texas State University.  I am out of the office today.  If you need to speak to someone immediately, please press “0” now.  If you would like to leave a message, I will return your call as soon as possible upon my return.