UWM Music Library Student Employee Guide: Answering the Phone & Taking Messages

The human brain does not register the first thing you say, it needs a moment to acclimate to your voice...

Therefore, when answering the phone it is best to begin with something that means little but makes that connection. 

e.g  "Good Afternoon, UW-Milwaukee Music & Curriculum Library. How may I help you?" 

This gives them a moment to acclimate to the sound of your voice and by the time they have, they will hear you say where they have called, and that you're ready to hear their question.

Please take as complete a message as you can. It should include:

• The name of the person the message is for
• The name of the person calling
• The time and date of the call
• The message being left in as much detail as possible
• The signature of the person taking the call (this is essential so that we can ask follow up questions)

We usually have some message forms around that look like this. If you can not find one, use a piece of scratch paper but include all of this information.

In addition, if you notice that there are no blank forms, you can print some with the pdf below

To check voicemail: - basically *LISTEN* to the instructions

1. Press “talk” on phone.
2. Dial:     9 – 227-5140

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3. Listen for the voice to say "enter your pin and then press the # sign"

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4. Dial 414-223-5529 and then press the # sign

Codes you'll need:

• Press 3 to delete the message after you've taken down the details.