Answering other people's phones.

[scotcat]

This is a sort of spin off from answermachine post.

 I share an office with two chaps who are not even in my department, they were just moved in with me due to lack of space in the building.

When they are not there, I will answer their telephones, just to stop them ringing, and will take messages, and they do the same for me.

However, I wish callers would not ask me if I know when or if they will be in the office. I don't know. It isn't my job to know, and they don't tell me. And vice versa. How can I put this politely to the next caller, who seems to think it amusing, or puzzling that I have absolutely no idea of their ETA? Pretend I am an answerphone?(I'd be tempted to blow a raspberry for the beep, or tone)

[shadowfox79]

I don't know -  the classic ones for me are when I tell people that someone isn't in and they indignantly reply "But it's urgent!"

Oh, well, if it's urgent, that's different then. I'll just go get him out of the filing cabinet.

[pryncsskittyn]

How about asking the co-workers to leave you with an ETA?  A little notebook placed near the door would do it, so nobody has to be disturbed, just leave your name and ETA, very simple.

The company doesn't have a personal voicemail for the gentlemen?  If it does, don't answer the phone just turn off the ringer if it bothers you too much.

In light of all this, I'd just say "I'm sorry, they didn't let me know, I'd be happy to leave them a message and they'll get back to you."

[Bijou]

This is a sort of spin off from answermachine post.

 I share an office with two chaps who are not even in my department, they were just moved in with me due to lack of space in the building.

When they are not there, I will answer their telephones, just to stop them ringing, and will take messages, and they do the same for me.

However, I wish callers would not ask me if I know when or if they will be in the office. I don't know. It isn't my job to know, and they don't tell me. And vice versa. How can I put this politely to the next caller, who seems to think it amusing, or puzzling that I have absolutely no idea of their ETA? Pretend I am an answerphone?(I'd be tempted to blow a raspberry for the beep, or tone)

I wondered why you all aren't using voice mail or an answering machine.  Or at least forwarding the calls to a receptionist or secretary.  If you answer the phone, you are fair game for those questions you are getting.     

[Evil Duckie]

I can see why people asking is annoying but to be fair by answering the phone the person on the other end assumes that since you did answer the phone that you would know their schedule. They have no clue if you are the secretary, receptionist or just a coworker.

[Chocolate Cake]

It seems to me that the callers would be better served all the way around if all of you would just get voice mail.   

[CocoCamm]

I can see why people asking is annoying but to be fair by answering the phone the person on the other end assumes that since you did answer the phone that you would know their schedule. They have no clue if you are the secretary, receptionist or just a coworker.

Exactly! The people on the other end of the phone arent mind readers they have no idea who is answering the phone.

[ccnumber4]

I share an office with two chaps who are not even in my department, they were just moved in with me due to lack of space in the building.

When they are not there, I will answer their telephones, just to stop them ringing....

You can not reasonably expect someone who calls your office to know any of this.  In fact, I imagine that they are a bit annoyed when they call your company and do not reach anyone who can help them. 

Why do you not have a receptionist or voicemail? 

[scattley]

I was told on my first day here - that whomever answers the phone is responsible for answering the question posed by the caller. i.e. only answer the finance officers phone if you can answer any finance question - answer the secretarys phone if you can answer all the types of questions that they are asked. It was three years before I knew enough to answer anyones phone.

[scotcat]

You can not reasonably expect someone who calls your office to know any of this

Actually I can, because these are internal calls, from people who know me as well as them, becuase they come in and out of the office.

We don't have departmental receptionists.

I have decided that the best way is to say politely that I don't know, but I will take a message.

Voice mail? Too modern!

[scotcat]

In light of all this, I'd just say "I'm sorry, they didn't let me know, I'd be happy to leave them a message and they'll get back to you."

Good answer!

[heathert]

Is it possible to just turn their ringer off when they aren't there?

Heather