When taking a message ALWAYS have a pen and paper/notebook ready. You don’t know how long the message is going to be, don’t presume you will remember it. (have a look at blog: Chinese Whispers http://t.co/7oge2fxK )
You will probably need to take down a telephone number and a contact name and possibly a message.
If you are taking a message that you need to pass to another person you must remember:
ALWAYS USE A PROPER NOTE PAD OR MESSAGE BOOK
- Do not use a “sticky pad” – they are too small and often get stuck to another piece of correspondence – causing the message getting lost or not getting to the correct person.
DATE THE MESSAGE WHEN IT WAS TAKEN
- Often a message is not read on the day it was taken.
TIME THE MESSAGE WAS TAKEN
- This is also very important. A time can quite often be significant and give a wider meaning to the message to the person who is receiving the message especially if the message if read some time after it was taken.
WHO THE MESSAGE IS FOR
- Quite often the message might be for a specific person or the whole team. You may need to put: or the attention of Alison Smith – Reception Team Leader Or For the attention of The Reception Team.
WHO THE MESSAGE IS FROM
- Always take a name and contact number from the caller. Never presume that the person the message is for will have the contacts number.
SIGN THE MESSAGE
- It is important to let the person know who has left the message. If they have a question regarding the message they know whom to contact if they have a query regarding the message.
The six steps above are not only helpful, they are courteous and in a court of law very important.
and please Remember! A message you take could be used in a court hearing and used in evidence. The evidence would include the date the message was taken, the time it was taken and who took the message.