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Chapter 13
CallPilot tips
This chapter contains tips on how to optimize your use of CallPilot.
Listen to your messages frequently. Answer your messages promptly to encourage callers to use CallPilot and reassure them that it is as reliable as speaking with you personally.
You do not have to be at your desk to play your messages. When you are away from your desk, you can play your messages from any tone dial phone.
Clean up your mailbox. There is limited storage in your mailbox and within CallPilot. Do not save messages unless you need to listen to them again. When you are finished with a message, erase it to create storage space.
Keep a record of your password in a secure place. Treat your CallPilot password as a secret code. Write down your password and keep it in a safe place. Do not keep your password near your phone. If you let someone else have temporary access to your mailbox, change your password afterwards. If you forget your password, the System Administrator can reset it to the default password 0000. You can then enter a new password.
When sending messages, make them brief and to the point. More than 75% of the time spent on a normal business phone call consists of making small talk, pleasantries and other socializing. Sending a message rather than making a call can save you time. Try to avoid sounding hurried or rude while restricting your messages to the essentials.
Change your Primary greeting frequently. It is a good idea to change your Primary greeting on a regular basis. Change your greeting to indicate that you listen to your messages and maintain your mailbox on a regular basis. Change your Primary greeting to provide a personal touch that frequent callers appreciate.
Make your Alternate greeting specific. Choosing an Alternate greeting usually means you are away from the office. If you are out of the office, indicate in your Alternate greeting when you expect to return. If you will be checking your mailbox while you are out of the office, include that in your message. If callers can reach you at another phone number, ensure that your message includes the phone number and the time period of the temporary arrangement. If you are going to be out of the office, remember to forward your phone to CallPilot.
Use an Extended Absence Greeting. Begin this greeting by announcing your vacation or travel plans. This gets the attention of the caller. For example, “Vacation alert! Hi, this is Marshall. I will be on vacation starting on the 5th, and I will be returning to work on the 12th. If you care to do so, please leave a message and I will return your call when I return from vacation. For immediate assistance, please press zero.”
CallPilot Reference Guide
