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Sunday, July 27, 2008

This has nothing to do with Revit, but will help automate everyone's life

This post is about phone systems.

First, If your office has a phone system and not direct dial, consider putting your extension # on your email signature and next batch of business cards.

Here's my real pet peeve. You know how you call someone's office, and you don't know their extension, and you have to do the dial by name thing. Some systems are by first name and some are by last, and of course, they never mention that.

Well, when you finally find the person's name in the directory, the system says "Please hold while I transfer your call to Bob Smith. Well, Bob doesn't answer and when you try him again later, you have to go through the same process.

Know what would really make everyone's life so much easier? When Bob records his name announcement in the phone system, he records it as "Bob Smith Extension 127". That way, when you do the dial by name thing you hear "Please hold while I transfer your call to "Bob Smith Extension 127". Now, next time you need to call Bob, you have his direct extension and don't have to go through the dial by name nightmare again.

So, tomorrow morning, when you get to the office, please rerecord your name announcement in the phone system. That way, when a Revit user is calling you, he can save even more time in his life.

Now, press 1 for more options....

2 comments:

Anonymous,  July 27, 2008 at 9:17 PM  

That is all well and good but our receptionist is the gatekeeper for our office and keeps unwanted callers from taking time away from our day. If our extensions were published then my phone would be ringing by headhunters, vendors who decide they need to fish for work a year later, etc.

My extension number is only given to people I want to have it. (Wife, clients, coworkers, etc).

If they really need to get a hold of me after hours, then yes they will go thru the automated system, or just send me an email (which is published).

Gregory Arkin July 27, 2008 at 10:21 PM  

I did take that into account. If someone calls after hours, they'll get the automated system and be able to reach you or leave a voicemail. They're not limited from reaching you, just inconvenienced.

It's not so much publishing your extension, as it is an easier way from someone you most likely know to contact you.

Point taken though. Reminds me I need to give my wife my phone extension.

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