Reposted with permission from Navitor.com Written by Emily Roycraft
You’ve missed a call. Maybe you stepped out of the office for a moment, or maybe you were out of town for a few days. You might have even received a call over the weekend when your business wasn’t open. Whatever the reason, you’ve got a voicemail, and one of these characters might be waiting for you! Have you met these characters on your voicemail?
The Lost Information
This person may be nervous, or they simply might be forgetful. Either way, you’re missing some important information on their call. The Lost Information often forgets the information you need to get back to them: their full name, their phone number, their order number, and even the question they called to ask in the first place! While caller ID can help, chances are you’ll need to return their call—or even do some research and guesswork to figure out whether they’re an existing customer—before you can actually help them with their request.
And you might have also met The Lost Information’s twin…
Unlike The Lost Information, you don’t have to track down the information this caller forgot—that’s what their second message is for! The Double-Caller can be very helpful because they fill in the additional information you missed in the first message. However, it’s a good idea to take notes while listening to their messages because the important details might be split between the two messages.
You’re going to need to listen to this message a few times! The Mumbler doesn’t speak quite loud enough into their phone, but without a person on the other end of the line they didn’t have a chance to adjust their volume while leaving their message. As a result, you might have to listen again to catch what they are saying.
The Speedy Speaker
Like the mumbler, you’re going to need to listen to this message more than once to make sure you’ve caught anything. When you’re dealing with a Speedy Speaker, they might be perfectly clear, but they speak so quickly that you may only catch part of the important information when you listen the first time. The Speedy Speaker might also surprise you by leaving a message at normal speed but rattling off their contact information so quickly that you can barely catch it. Either way, get ready to listen a few times.
The Unintended Visitor
This person didn’t intend to leave a message—in fact, they didn’t even intend to call! The Unintended Visitor dialed you accidentally, and their voicemail message reflects it. You might hear muted conversation, clothing rustling around the pocket the phone was in, or vehicle noise. The good news, though, is that you don’t need to worry about returning this call.
The Distracted Dialer
This character in your voicemail is doing their best to leave a great message, but something keeps getting in the way. Someone might be talking to them while they try to leave the message, or they might be talking in a busy area. Whatever the reason, the Distracted Dialer is just that—distracted. As a result, like the Lost Information, some important details might be missing.
The Final Word
We all want The Final Word in our voicemail! Their messages are short, sweet, and to the point. They include all the information you need to get back to them about their question. Their messages aren’t just great to receive: they also allow you to return the call quickly and get back to your day.
Working in an office typically involves spending a great deal of time sitting in an office chair. It is important to have an office chair that's ergonomic and that supports the lower back and promotes good posture.
You may ask yourself…What Kind of Ergonomic Office Chair is Best?
Well, we have an answer: There are many types of ergonomic chairs available for use in the office. No one type of office chair is necessarily the best, but there are some things that are very important to look for in a good ergonomic office chair. These things will allow the individual user to make the chair work well for his or her specific needs.
What Features Should a Good Ergonomic Office Chair Possess?
First thing fist, consider the "conventional" style of office chair, there are a number of things an ergonomic chair should have, including:
Back-to-School season is a good time of year for all of us to get organized. I took the liberty (and channeled my former office worker self) to interview my friend, Hannah, who also happens to be a professional organizer. Did you know there was such a thing?! For those of us who are not-so-organizationally or spatially inclined, or are just plain messy, Hannah offers some great tips for my "duh" sounding questions:
Me: I can't even see my desk because it's covered in stuff. Where/how do I start?
Hannah: Start by sorting the easiest pile for you to trash or shred. This will make you feel accomplished so you avoid getting overwhelmed and quitting halfway through the organizing project. I suggest finding a clear spot on your desk or the floor to lay your papers into categories as you sort. This will help you visually see what you have before you start creating a filing system. Be sure that your file categories make sense for your specific paper needs, and label your folders clearly.
Me: Soooo much paper--how do I keep it in order?
Hannah: Once you get a filing system set up and all of your papers in order, spend 5 minutes every day sorting and filing your current papers. That way you won't get overwhelmed with growing piles of paperwork on your desk. I suggest keeping a stapler handy to attach groups of papers as soon as you get them so they are sure to stay together. Once or twice a year, reevaluate your filing system. Determine what works, what doesn't work, and throw out files that are obsolete.
Tip: Always open mail as soon as you get it and immediately throw out junk mail and any empty envelopes.
Tip: Reduce the paper flow and opt out of getting junk mail using handy apps like PaperKarma.
Me: I have a million pens-where do I put these?
Hannah: Get rid of some of them! Spend 15 minutes testing them out, and only keep the ones that you like and that actually work. It is surprisingly relaxing! Then find a container to keep on your desk and resolve to never get more pens than can fit in that container.
Me: There is so much RANDOM stuff-staples, pushpins, stickers, tape, cards, etc. around. How do I find a place for these items?
Hannah: If you have drawers, invest in some drawer organizers with multiple sections in a variety of sizes. They are perfect for keeping your office supplies neat and organized. If drawer space is scarce, find some desktop containers to contain your office supplies. Be sure to purchase containers that fit your style- if you love them, you will use them!
Me: How do I know what to throw away and what to keep?
Hannah: Now that most documents can be accessed on a computer or online, it is not necessary to keep as many paper files. As a rule, the IRS says tax-related documents should be kept for 7 years. You can keep the following documents for a year or less: bank records, bills, receipts, and pay check stubs. Be sure to shred anything that has personal information!
Me: I can't see what's in my file folders. Help.
Hannah: If file folders aren't your thing, I suggest using horizontal desktop paper trays or mounted wall files. Both are great options for visual people, as they allow you to easily see your files and access them quickly. I like to use file folders for long-term file storage and these more accessible options for daily paper flow.
Hannah Marsden is a Chicago-based professional organizer for Chicago Anytime Assistants, a company offering personal assistants that specialize in errand services, professional organizing, and moving and relocation.
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