As an office PA, if you’re not driving somewhere, you’re probably answering the phone. What surprises me is how many office PAs aren’t doing it right.
Pictured: sophisticated political humor.
Here’s a little refresher for those of you who think “Yeah?” is a perfectly acceptable salutation.
When answering the phone, the correct greeting is, “[Show Title], this is [Your (First) Name].” Or even, “[Show Title] production office, this is [Your Name].” If you leave out your name, nine times out of ten, the person on the other end will ask you for it.
(Sometimes, when both office PAs are busy, a higher-up will answer a ringing phone with a simple, “Production.” They do this to give the impression that they are far too busy to say the full name of the show, and are quite annoyed that the PAs have the nerve to be away from their desks, doing tasks assigned by the very same higher-up. This is still not an appropriate greeting for a PA.)
Frequently, the caller will ask if so-and-so is in the office. Do not answer “Yes,” even if So-And-So is standing right next to you. Instead, say, “Let me see if So-And-So is available.” If So-And-So doesn’t want to speak with the caller, it’s easier to say he’s occupied, since you’ve already established uncertainty as to his availability. (And you told your 9th grade Humanities teacher you’d never have any use for foreshadowing.)
If you have to put someone on hold or transfer them, don’t say ”Just a second.” Why? Because it won’t be a second. While we’re on the subject, it won’t be a minute, either. What you say is, “Just a moment.”
I think that covers the basics. And if I forgot anything, hey, I have a blog topic for tomorrow!
