Laserfiche WebLink
CITY OF COLTON <br />AGENDA REPORT <br />Council Meeting of January 13, 1998 <br />TO: Honorable Mayor and Council Members <br />APPROVAL: Len Wood, Interim City Manager Ply <br />FROM: Daryl J. Parrish] <br />SUBJECT: Effective Use of Voice Mail Systems 1 Sample Policy <br />DATE: January S, 1998 <br />BACKGROUND: <br />At the City Council meeting of December 2, 1997, staff was directed to look into <br />establishing a policy limiting the use of voice mail. Specifically, a complaint was <br />registered regarding the current use of the voice mail system, stating that often <br />customers call City offices and the line is answered by voice mail rather than by City <br />staff. <br />DISCUSSION/ANALYSIS: <br />Submitted for the City Council's " review, comment, and consideration is a policy <br />established by the County of Riverside regarding the use of voice mail by its <br />departments. Highlights of the policy are as follows: <br />• Telephone lines listed for each department should be answered by a person during <br />business hours, if practical, without intervention of the voice mail system. <br />• Maintenance/TroublefDispatch lines will not be diverted to voice mail during <br />business hours. <br />• Employees should answer the phone when at their placeof work unless they are <br />involved in a meeting and cannot be disturbed. <br />• Messages left on the voice mail system will be responded to within a twenty four <br />hour period. <br />FISCAL IMPACT: <br />None. <br />RECOMMENDATION: <br />None as this document has been provided for discussion only. <br />Attachment (1) County of Riverside Policy Regarding the Use of Voice Mail <br />item # 1 <br />