Desk Etiquette

University of Wisconsin Whitewater

(Your Department Name)

Attendance & Appearance

Work all scheduled shifts

Contact supervisor if you have a schedule conflict

Turn off personal cell phone (no personal calls)
No personal homework

Casual Dress

Be modest (no butts, bellybuttons, or breasts)

No attire with writing (except UWW wear in good
condition)

You are our FIRST IMPRESSION!

Use it Wisely

Answering the Phone

Be courteous

Good Morning/Good Afternoon/ Good Evening

How may I help you?
Listen to the request the caller is making

Rude Callers

Still maintain your politeness

Take their name/number and pass that to the
appropriate coordinator

Confidentiality
All information handled is confidential
Do NOT share information overheard in
our offices with people outside of our office

Caller is requesting to speak with

someone
Let them know if the person is available
Ask:

Would you like to be transferred to their

voicemail?
Would you like to hold (if you know they will
be off the call soon) best to send to
voicemail

Tell the caller you will be transferring them

Transferring a call
Press the Transfer button on the bottom
right-hand side of the phone keypad.
[Tran]
Press the number of the extension of the
person we need to transfer the caller to.
Press the Transfer button again.
Hang up the phone.

Leaving a message
Have them spell out their name

Spell it back to them

Request their phone number

Say it back to confirm

Ask When is a good time to return your

call
Ask if you can leave a message

This may be of a confidential nature

Clarify any information

Scheduling an appointment over

the phone
Pull up the identified staff person

Look for openings in their schedule

Take the correct spelling of the callers name

Request a phone number where they can be
reached

Cell phone preferably

Memo Section

Explain why the student wants to meet

Thank them for their patience

Reiterate the time of their meeting

Drop-ins or Walk-ins
Do not ASSUME the person this person
wants to meet with is AVAILABLE

They may not have time to meet

immediately

Explain the earliest this person can see

you is in 2 hours (if they have availability)
We are committed to people who have
pre-scheduled appointments
Follow the same scheduling appointment
procedures listed for phone appointments

Wisconsin Relay Phone System

This allows a text telephone user to call or
be called using a voice telephone
The service number is 1-800-947-3529

Other Duties as Assigned

Sorting Mail
Filing
Miscellaneous requests from in-house
staff

Transitioning between Shifts

Communication is important when
transitioning from one student desk worker
to another.
Tell each other the status of projects and /or
what tasks need to be completed.
Leave a detailed note if you are unable to
connect.

Closing the Office

Shut down computers close and lock room

doors
Shut down front desk computer
Wipe off desks carrels with sanitizing spray
Turn off copy machines
Bring sign in and close doors

Questions?????
The only stupid question is the question
that is NOT asked