Focuses on the training and development needs of admin professionals and features topics such as hard skills (software competencies, writing, communication, filing) and soft skills (teamwork, time management, leadership).
Issue link: https://read.uberflip.com/i/522192
7 Administrative Assistant's UPDATE C A R E E R C OAC H H E L E N L AT I M E R savvy and smart or was she just a good actress? We use phones in our business every day and I think to our po- tential detriment, no longer take the time to make sure our phone skills are as polished and profes- sional as we think they are—an opportunity missed. It behooves us to periodically conduct a phone audit—our busi- ness line, our business cell phone, our company's phone lines, to ensure all is consistent with our brands and image. Here are some tips to help you keep your phone skills sharp. Voice mail: 1) Make sure your voice mailbox has a concise and professional message with clear instruc- tions for callers. Consider the diversity of Canada's population and the large number of people for whom English is a second language. 2) Stand up when you record your outgoing message. You'll be more aware of what you're doing so mindful of tone and pacing. 3) Smile when you record your message. People can really hear the difference. 4) If you include an alternate number (feel free to reach me on my cell at 123-456-7890), is it easy for a caller to hear the number? Is it spoken slowly enough for them to jot it down? A friend tells me she draws the numbers in the air as she speaks them so she knows there's time for the listener to write them down. 5) Clear your mailbox. It drives me crazy when I dutifully return someone's call and I can't leave a message because their mail- box is full. Not only are they not getting all of their messages, but the caller gets the impression that the person is unorganized. 6) Update your out-of-office mes- sage. It looks very sloppy when your "I'm on vacation" message is still on two days after your message says you're back in the office. Leaving a message for someone: 1) Be prepared. I work with job seekers and recommend they write out draft messages so they know what they want to say and aren't caught off-guard when they end up in someone's voice mail. 2) Be clear about what you want the other person to do: Call you back? Email a reply? Wait for you to call again? 3) State your name, first and last, slowly and clearly at both the beginning and the end of your message. 4) Include the name of your company/organization. It seems obvious but you may be sur- prised at how often this step is forgotten. 5) State your phone number s-l-o-w-l-y. The person you are calling is trying to grab a pen and take notes. A few moments of thought about an otherwise routine chore can make all the difference in terms of enhancing your profes- sional image and making people glad they called you. Helen Latimer is a seasoned job coach. Visit her website at helenlatimercoaching.com and connect with her on LinkedIn. Voice-fail messages Continued from page 1 is to take minutes or give a Power- Point presentation, don't bring your laptop to the meeting. Screens are distracting, especially if you receive frequent pop-up notifications. Dem- onstrate your professionalism and courtesy by focusing on the meet- ing, and one way to do that is to take notes the old-fashioned way. Whether you realize it or not, your supervisors pay attention to your actions to see if you're leader- ship development material. When you practice good business meeting etiquette, you're letting them know you're ready. OfficeTeam is a staffing service specializing in the placement of administrative and office support professionals. The company has more than 300 locations worldwide, and offers online job search services at www. officeteam.com. For more information, contact Naz Araghian at naz.araghian@ roberthalf.com. Continued from previous page