Voice Mail Policy<

Voice Mail Policy

Purpose
The purpose of this policy is to clarify when calls directed to main departmental phone numbers of the calls should and should not be directed to voice mail. 

Policy Statement
All main departmental phone numbers of the college should be answered promptly, courteously, and professionally by a staff member during normal business hours.  Callers should never encounter a recording when phoning a departmental office during normal business hours.

Applies to

 All main departmental phone numbers of the College

Responsibilities
The main department telephone should be answered by someone in the department who will give callers the option of either leaving a message that will be handwritten or leaving a voice mail message in a department members voice mailbox.

The voice mail system will be set up in a manner which will allow for connection to a receptionist at any time.

Internal users (college personnel) are encouraged to use voice mail to deliver messages that require no response or questions that require brief answers. This will help to avoid "telephone tag".

Departmental Automated Attendant's Message have been preconfigured to keep it consistent and simple throughout the campus.

Individual Telephone Station Greetings/Messages should also be made to be as simple as possible. Messages should be relayed in a professional manner and should state office hours and availability of each individual.

Normal business hours of the college are 8:00 a.m. to 5:00 p.m. This does not supersede existing departmental business hours that are before 8:00 a.m. or after 5:00 p.m.

 

Title: Voice Mail Policy
Approved By: Bill Davis, Chief Information Officer
Approval Date: October 1994
Date of Last Revision: August 2005
Policy Category: Information Technology Division

 

Last Modified: May 8, 2008