State of Vermont
Agency of Administration
Department of Buildings & General Services
Policy 0012
Title: Voice Mail
Date of Issue: May 11, 1999
Supersedes: Initial Policy
PURPOSE
The purpose of this policy is to assure that Voice Mail becomes an integral part of our jobs. Proper and professional use of this communication system will allow us to more efficiently serve our customers and constituents. Appropriate use of this system is as basic to our job performance as arriving at work on time.
POLICY
Effective immediately, the use of Voice Mail, under the standard outlined below, is considered to be a standard performance requirement for every employee in the Department of Buildings and General Services (BGS) for whom an account has been established. It is the responsibility of each Division Manager in BGS to assure compliance with this policy.
PROCEDURE
Proper use of Voice Mail will include the following:
- Voice Mail greetings will be changed daily.
- Voice Mail messages shall be checked regularly (3 to 4 times) during the course of your workday. If you are away from your office, traveling to different sites for the day, or attending meetings away from your office, you must check in and address your messages.
- If you are out on sick leave or on any other form of leave, you are required to call in and update your Voice Mail accordingly.
SUGGESTED GREETINGS
Daily
You have reached voice mail for ________(name)________ from the _____________________ Division, you have reached my voice mail on ___(date)_______. I am either on the phone or out of the office at a meeting. Please leave a detailed message and I will return your call as soon as possible. If you need immediate assistance, please press "0."
Extended Absence from Office
You have reached voice mail for _______(name)________ from the _____________________ Division. I will be out of the office until ____(date)______. Please leave a message and I will return your call upon my return. If you need immediate assistance please press "0".
Department Approval: Thomas W. Torti, Commissioner
Agency Approval Required: Kathleen C. Hoyt, Secretary