Scheduling Appts
What times are appropriate to call?
During posted business hours (not during lunch!)
A reason you should call your boss
Running late, will be absent, sick, switching shifts, etc.
In what instances should you leave a voicemail?
Someone doesn't pick up, trying to return a call calling outside of business hours to schedule an appt, etc
What is an appropriate email address?
True or False: "Sent from my iPhone" is an acceptable email signature
False! This is so unprofessional it's literally become a joke. The 'sent from my iPhone' message is actually a preprogrammed signature! You can change this!
First & last name, birthdate, insurance (if applicable), your availability
When should you call your employer?
With ample time before the start of your shift
True or False: Voicemails are still used regularly.
True! Even if you might not use it in your personal life, voicemails are still common practice in professional settings.
What belongs in the subject line?
A few words (no more than 5) giving a general sense of the email; choosing to not put in a subject line, or putting too many words/emojis, can sometimes send the email straight to spam or cause it to look like a suspicious message and have the receiver delete without reading!
True! This feature is called schedule send
Who should be calling to make the appointment?
You!*
*especially after 18 years old
Scenario: You need to call your employer to let them know you are running late because a previous appointment has run over.
Give example
Reasons your voicemail might not work
notifications are off, mailbox is full, mailbox is not set up
Components of an appropriate email
[Greeting--such as, "Hello," "Good morning,"]
[Body--such as "I hope this email finds you well. I'm reaching out because...."]
[Sign off--such as "Best," "Sincerely" "Regards"]
[Signature--such as "[Name]" or business sign off]
Scenario: You call to make a dentist appointment but the receptionist is at lunch. Leave a voicemail for them to call back.
give example
What do you say on the phone?
Hi, my name is [name] and I'd like to schedule an appointment for [reason] with [professional].
True or False: I don't need to know my employer's or potential employer's phone numbers
False! You should at least be able to recognize the area codes. This is especially important when you're looking and applying for new jobs as the 'random' calls from unfamiliar numbers might be to offer employment!
What should your voicemail message say?
A clear and easy to understand message stating your name and request to leave a message.
Does it matter when you send an email?
Yes! Professional emails or emails regarding matters of business should be sent between 8am-6pm, Monday through Friday. Anything that is urgent or requests information to be provided quickly, should not be sent at the end of a work day or after 4pm on Friday. Also, generally expect more delayed responses than phone calls.
What does CC & BCC mean?
Carbon Copy & Blind Carbon Copy -- To CC means to loop someone in (the person you are sending an email to can see that you have included someone else on the email). To BCC means to loop someone in secretly (the person you are sending an email to can NOT see that you have included others)
How can you keep track of your appointments?
write it down in your phone, put it on a calendar, request a appointment reminder text/email, calling ahead of your appointment to confirm, following confirmation guidelines of the place
What do you say when you need to call in?
Hi, this is [name], I'm calling because [explanation]
What should you leave on a voicemail?
Your name, reason why you're calling, a callback number or method, repeating your name and reason for calling
What is reply vs reply all?
Reply only includes the original sender/responder, reply all includes everyone in the CC and To: line as well.