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Phone Answering and Listing

The way you answer the phone forms a caller's first impression of NDSU Extension and you.

Be warm and enthusiastic because your voice might be the only impression of Extension a caller will get.

Here are a few options of how you might answer your phone:

  • NDSU Extension __________ County, (your name) speaking. (Not ______ County Extension, county agent's office or simply hello.)
  • NDSU Ag Communication. This is (your name).
  • NDSU Carrington Research Extension Center, (your name) speaking.

Speak slowly and clearly when answering so people can understand you.

Get all the details when you take a message for someone. If you can’t spell a name, ask the caller to spell it for you. Make sure the message gets to the intended recipient.

If you are out of the office, update your voice mail greeting to let callers know when you will return. Provide any other pertinent information, but keep the greeting as short as possible.

When leaving a voice mail message, tell people your name and who you work for, give your phone number slowly, provide a quick summary of why you are calling, tell them if the call needs to be returned and be pleasant.

Phone Directory Listings in Books and Online

Extension Offices

To be consistent, county Extension offices should be listed in the phone directory as (name of county) Extension office. This is one of the rare exceptions from NDSU Extension (name of county) County.

If your county is able to cross-reference the name, use NDSU Extension (name of your county) office.

Research Extension Centers

If the city name is used in the REC title, use the city title first -- for example, Carrington Research Extension Center.

If the name of the city is not in the title, list the city after the title -- for example, Central Grasslands Research Extension Center, Streeter.

As a cross-reference, use Research Extension Center, (name of city).

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