Saint Hill Manor, East Grinstead, Sussex HCO POLICY LETTER OF 8 JULY 1962 | Saint Hill Manor, East Grinstead, Sussex HCO POLICY LETTER OF 8 JULY 1962 |
TELEPHONE ANSWERING | TELEPHONE ANSWERING |
On all calls received, anyone answering should state the phone number and nothing else. | On all calls received, anyone answering should state the phone number and nothing else. |
"East Grinstead 4571." | "East Grinstead 4571." |
Do not use "HCO" or "Hubbard Residence" or any other answer than "East Grinstead 4571 ". | Do not use "HCO" or "Hubbard Residence" or any other answer than "East Grinstead 4571 ". |
On finding who is wanted, attempt to make the connection to the proper person. | On finding who is wanted, attempt to make the connection to the proper person. |
If the person cannot be found, offer to take a message by saying, "I will take a message." Do not take further actions. | If the person cannot be found, offer to take a message by saying, "I will take a message." Do not take further actions. |
OVERSEAS CALLS | OVERSEAS CALLS |
Calls received from overseas are generally unacceptable because they take too long to connect and are often foolish and can be done better by cable. | Calls received from overseas are generally unacceptable because they take too long to connect and are often foolish and can be done better by cable. |
All our offices (except sometimes Los Angeles) know this and always cable. | All our offices (except sometimes Los Angeles) know this and always cable. |
Therefore Overseas calls are never urgent no matter what the operator may say. | Therefore Overseas calls are never urgent no matter what the operator may say. |
Try to find out who is calling and try to connect. But do not make later appointments for the call except as below. | Try to find out who is calling and try to connect. But do not make later appointments for the call except as below. |
Do not send anyone a message in the office saying, "Saskatchewan is phoning you at 4.30." | Do not send anyone a message in the office saying, "Saskatchewan is phoning you at 4.30." |
Overseas connections are their problem, not ours. | Overseas connections are their problem, not ours. |
CALLS FOR DR. HUBBARD | CALLS FOR DR. HUBBARD |
Telephone calls for myself, received before 2.30 p.m., should be answered only as follows: | Telephone calls for myself, received before 2.30 p.m., should be answered only as follows: |
"Dr. Hubbard will be available after 2.30 this afternoon. Could you please call then. " | "Dr. Hubbard will be available after 2.30 this afternoon. Could you please call then. " |
If the caller states the matter is urgent say, "I will put you through to Mr. Hemery," or, if Mr. Hemery is not here, "There is no one else here. I will take a message." | If the caller states the matter is urgent say, "I will put you through to Mr. Hemery," or, if Mr. Hemery is not here, "There is no one else here. I will take a message." |
Do not use other wordings or make other statements. | Do not use other wordings or make other statements. |
On calls received after 2.30 p.m., put them through to me, if possible. Say only, "I will try to connect you", and try to locate me and do so. | On calls received after 2.30 p.m., put them through to me, if possible. Say only, "I will try to connect you", and try to locate me and do so. |
If I cannot be found, put the call through to Mr. Hemery. If he is not available say, "I will take a message," and do so. | If I cannot be found, put the call through to Mr. Hemery. If he is not available say, "I will take a message," and do so. |
WRITING MATERIALS | WRITING MATERIALS |
Keep pads and tied down ball-points near the Butler's phone and by the switchboard. Responsibility for doing this is the morning receptionist's. | Keep pads and tied down ball-points near the Butler's phone and by the switchboard. Responsibility for doing this is the morning receptionist's. |
PHONE NUMBERS | PHONE NUMBERS |
An adequate record of phone numbers should be kept up to date by the afternoon receptionist and available in a phone number book at the switchboard. | An adequate record of phone numbers should be kept up to date by the afternoon receptionist and available in a phone number book at the switchboard. |
STUDENT CALLS | STUDENT CALLS |
All outgoing calls by students must be paid for to the receptionist. | All outgoing calls by students must be paid for to the receptionist. |