{"id":3240,"date":"2015-12-01T23:26:07","date_gmt":"2015-12-01T23:26:07","guid":{"rendered":"https:\/\/www.process.st\/templates\/taking-a-phone-message-checklist\/"},"modified":"2024-02-28T15:53:40","modified_gmt":"2024-02-28T15:53:40","slug":"taking-a-phone-message-checklist","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/taking-a-phone-message-checklist\/","title":{"rendered":"Taking a Phone Message Checklist"},"content":{"rendered":"<section id=\"answer-the-phone\">\n<h2> Answer the phone <\/h2>\n<div class=\"text-content\">\n<p>First things first; the <strong>phone is ringing<\/strong>, and you need to <strong>answer<\/strong> it!&nbsp;If a caller needs to speak to someone who is not in the office,&nbsp;go through the<strong> sub-checklist<\/strong> below and fill in the <strong>relevant form fields<\/strong>.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Apologize (a simple \u2018I\u2019m sorry\u2019 is enough)\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Give a reason for your colleague\u2019s absence\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Ask the caller if he\/she wants to leave a message\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Date of Call <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Desired Contact <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Desired Contact Status <\/label><br \/>\n   <select disabled=\"disabled\" class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Reason For Colleague's Absence <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"disabled\" class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Did They Leave A Message? <\/label><br \/>\n   <select disabled=\"disabled\" class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p><strong>Example:<\/strong><\/p>\n<p>&quot;I'm sorry he\/she isn't here at the moment. Can I take a message?&quot;<\/p>\n<ul>\n<li>Considering they say yes, continue to the next step.<\/li>\n<li>If they say no,&nbsp;the call is over.<\/li>\n<li>Just remember to ask if you can do anything else - they might want to call back and leave a message on the answering machine.<\/li>\n<\/ul><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/bbf03f4f-d1a7-4224-85de-95a2bcde9c62.png\" alt=\"Answer the phone\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/bbf03f4f-d1a7-4224-85de-95a2bcde9c62.png\" \/> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<\/section>\n<section id=\"write-down-everything-they-say\">\n<h2> Write down everything they say <\/h2>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/1e494853-11b5-44cc-b673-709ca78b904c.png\" alt=\"Write down everything they say\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/1e494853-11b5-44cc-b673-709ca78b904c.png\" \/> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Now you need to <strong>record the message<\/strong> and <strong>details of the call and caller<\/strong>. <strong>Fill in all of the form fields<\/strong> below in order to attain all of the necessary information and record it for<strong> later access to pass on<\/strong>.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Caller's Name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Company's Name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Telephone Number (Plus Area Code) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Caller's Message <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"disabled\" class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Date \/ Time Of Call <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Is It Urgent? <\/label><br \/>\n   <select disabled=\"disabled\" class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Message Recorded By <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>An effective telephone message should also<strong> consider the following<\/strong>:<\/p>\n<ul>\n<li>Make sure to <strong>ask for correct spellings<\/strong> while taking note of certain information. Wrong spellings can change the message completely.<\/li>\n<li>Make sure to <strong>read the message details back to the caller<\/strong>, so as to confirm its accuracy.<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"say-goodbye-and-youre-welcome-if-it-applies\">\n<h2> Say &quot;Goodbye&quot; (and &quot;You're welcome&quot; if it applies) <\/h2>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/d7b61755-3e85-47a7-a15d-5483914b3b66.png\" alt=\"Say &quot;Goodbye&quot; (and &quot;You're welcome&quot; if it applies)\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/d7b61755-3e85-47a7-a15d-5483914b3b66.png\" \/> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>This is a pretty self-explanatory one; you need to <strong>sign off politely<\/strong>. Whether this is done by saying &quot;goodbye&quot; or &quot;you're welcome&quot;, ensure that the sign off is appropriate for the situation.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"give-the-message-to-the-contact-person-asap\">\n<h2> Give the message to the contact person ASAP <\/h2>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/320c0b8c-5eb3-4d03-865c-61ea8816fbcc.png\" alt=\"Give the message to the contact person ASAP\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/320c0b8c-5eb3-4d03-865c-61ea8816fbcc.png\" \/> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Next, you need to <strong>write up the message<\/strong> coherently, with all of the <strong>call and caller information<\/strong> also included. When you have the <strong>final file<\/strong>, <strong>attach<\/strong> it using the <strong>form field<\/strong> below.<\/p>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Caller Message <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>To make sure that the recipient got the urgent message, <strong>send it through email<\/strong>. The recipient can easily access this and get all the right information. Consider the <strong>example email below<\/strong>; feel free to <strong>customize<\/strong> it to your preferences!<\/p>\n<\/p><\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Answer the phone First things first; the phone is ringing, and you need to answer it!&nbsp;If a caller needs to speak to someone who is not in the office,&nbsp;go through the sub-checklist below and fill in the relevant form fields. 1 Apologize (a simple \u2018I\u2019m sorry\u2019 is enough) 2 Give a reason for your colleague\u2019s [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":3241,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"ep_exclude_from_search":false,"cover_icon_emoji":"","cover_icon_url":"","tasks_count":"4","template_description":"","template_id":"gLykMNcxXj4rEPDrIUFJ3Q","task_0":"Answer the phone","task_slug_0":"answer-the-phone","task_1":"Write down everything they say","task_slug_1":"write-down-everything-they-say","task_2":"Say &quot;Goodbye&quot; 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