No matter what industry you are in – please make sure the “contact” in your out of office, is also NOT out of the office… Sent an URGENT e-mail this morning for a deadline tomorrow, got an out of office with a new contact, contacted that person, got an out of office with a new contact, contacted that person and got a generic out of office… Oh well, guess they’ll miss the deadline… I tried!
Imagine this: So you call into a company, complaining about something and they ask for your information. You provide a very common word, such as Innovate as your company name. The person on the phone types in Innovate (because you didn’t specify anything differently) and cannot find your record. You get very mad at that person and tell the person that they are accusing you of lying and then WALK AWAY FROM THE PHONE cursing. So the person at the company tells your what she can only assume is your wife still on the phone to e-mail the information over so that she can assess further.
When that e-mail arrives the person realizes that you have spelled Innovate as Innov8… Seriously – You didn’t have the intelligence to tell the person on the phone that oh by the way, my company name isn’t spelled like the word!?
So today is notoriously one of the worse days for my department at work… the day a discount expires! (heaven forbid we change pricing) So… needless to say, it was hectic and crazy busy. As a supervisor, I keep an eye on a myriad of functions from e-mails to phone calls to chats, so I see a good chunk of what happens within the department. Plus I have one of those memories where I can notice patterns and remember when something happens more than once… which leads to today’s most useless question:
“what does this mean?” To the warning that says “This e-mail address has already been used for a registration, please use a unique e-mail address to continue”
OMG people, it means that you already have a registration! People rarely go around registering random e-mail addresses for the fun of it! (notice I didn’t say never, because I wouldn’t put it past someone at this point)
So, if you’re utilizing my blog to learn what NOT to do when participating in a tradeshow, please read and think about what you read before e-mailing, calling or chatting! (Unless, of course, you want to see your stupid question here)
Otherwise – hope you have had an amazing day and Go Broncos!
With 9 years in the tradeshow industry, preceded by 8 years in retail and a couple random job years in between, I’ve learned a few things about basic business communication practices. And it’s amazing how old I sound re-reading that!
1- Make sure to put your out of office on your voicemail and e-mail messages. I promise I won’t contact you again until a few days after you’re back.
2-If you are leaving a voicemail, make sure you speak slowly during your phone number Remember, I don’t have your phone number memorized like you do, and I’m not going to waste time looking it up because you couldn’t take more than a second to give your number.
3-Do not leave your life story on a voicemail. If your voicemail is over 1 minute in length, I probably won’t listen to the whole thing before calling you back, and you’re going to have to say it all again, so just don’t.
4-If it’s urgent, leave a message, don’t just hang up and call again 5 seconds later. If I don’t answer once, the chance of me answering 5 seconds later is even less likely than the first time you called!
5-Do not, under any circumstances, call, leave a message, e-mail, then call and leave a message again about the same subject, unless the process to do so was over 1 week in time from first message to last message.
I bring you this very helpful etiquette list because this week and last week have been quite busy, crazy, and probably 10 other words to describe insane! Today I spent a whopping cumulative hour actually getting real work done, the other 7 hours were filled with meetings, interviews, and putting out fires. So, needless to say, I wasn’t sitting at my desk waiting for my phone to ring. Of the 5 voicemail messages I received (8 missed calls) ONE single person provided me the information I needed to assist them. The other 4 were missing very vital information, such as name, company name, what show they are exhibiting at, one didn’t even leave a phone number. Come on people, help me, help you!
My outgoing voicemail message will be changing tomorrow, not that it will help, but maybe it will help just 1 more person give me the info I need to return their call properly.