Receptionist Etiquette Tip: Why We Love FYI Messages

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Phone Tip: FYI MessagesFYI messages: Our virtual receptionist team takes them when callers decline to leave a message, and they’re just one of the many little ways we show our callers and clients Ruby® is more than an answering service. If telephone answering is part of your work routine, you know it’s not uncommon for a caller to reply to the question “May I take a message?” with an “Oh, that’s okay — I’ll just call back.” 

We’ve learned that when this happens, sending a brief message with any info we’ve collected can be a big help to everyone involved. Here’s why:

FYI messages are an easy way to WOW your callers.

Let’s say a fellow named Stan calls for your teammate but declines to leave a message — Stan will try your teammate on her cell phone. Let’s also say that your teammate just happened to lose her cell that morning. The messages Stan leaves on her cell voicemail won’t help him get a return call, but an FYI message might. Sending a quick note like this one could be a big help to Stan and your teammate: “Stan called for you. He declined to leave a message, and said he’d call you on your cell. Just an FYI.” (Note: When composing an FYI message, we Rubys always indicate that the caller declined to leave a message, and include the phrase “Just an FYI,” because it explains why the message may contain less information than most.)

FYI messages are an easy way to WOW your teammates.

Remember Stan from the example above? Well Stan just happens to be your teammate’s attorney, and his call was pretty important. Your FYI message took just a few seconds to send, and because of it, your teammate knew Stan was looking for her, and she was able to return his call and take care of business. Looks like you just saved the day!

Remember Stan from the example above? Well Stan just happens to be your teammate’s attorney, and his call was pretty important. Your FYI message took just a few seconds to send, and because of it, your teammate knew Stan was looking for her, and she was able to return his call and take care of business. Looks like you just saved the day!

FYI messages are an easy way to cover your back.

So your caller doesn’t want to leave a message — no problem, right? Not so fast. When the caller gets in touch with the person he’s seeking, he might just throw out one of these: “I called earlier. Didn’t your receptionist tell you?” Zing! You may not have much information about a caller who declines to leave a message, but the Ruby team knows a little information is better than no information. If you have the caller’s first name, company name, or caller ID, send it along. You’ll be glad you did!

Do you send FYI messages? Have you and your teammates found them helpful? We’d love your feedback! Tweet us at @callruby and tell us what you think.

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