Message Taking
Message Taking is a fundamental office skill where staff accurately record and relay information from phone calls, visitors, or other communications. This task requires careful attention to detail, good listening skills, and clear written communication. It's an essential part of office administration, ensuring that important information reaches the right people at the right time. Message Taking can range from simple phone messages to complex information gathering in busy corporate environments. Similar terms include message management, call handling, or phone message coordination.
Examples in Resumes
Managed busy front desk with accurate Message Taking for 50+ staff members
Developed efficient Message Taking system that improved communication flow by 40%
Handled Message Taking and call screening for C-level executives
Typical job title: "Receptionists"
Also try searching for:
Where to Find Receptionists
Professional Networks
Job Boards
Example Interview Questions
Senior Level Questions
Q: How would you handle message taking for multiple executives with different preferences and priorities?
Expected Answer: A senior candidate should explain their system for managing multiple executives' needs, such as creating custom message forms, priority flagging, and using different communication channels based on urgency and individual preferences.
Q: Describe how you would train new staff in message taking procedures.
Expected Answer: Should discuss creating standardized procedures, training materials, quality checking methods, and how to teach others to handle confidential or sensitive information appropriately.
Mid Level Questions
Q: How do you ensure accuracy in message taking during high-volume periods?
Expected Answer: Should explain their system for managing multiple messages, verification techniques, and how they prioritize urgent messages while maintaining accuracy.
Q: What information do you consider essential when taking a message?
Expected Answer: Should list key elements like caller name, contact info, date/time, urgency level, and message content, plus explain how they verify crucial details.
Junior Level Questions
Q: How do you ensure you've spelled names correctly when taking messages?
Expected Answer: Should demonstrate basic verification techniques like asking callers to spell names and reading back information for confirmation.
Q: What would you do if you couldn't understand someone leaving a message?
Expected Answer: Should explain polite ways to ask for clarification, repeating information back, and when to seek help from colleagues.
Experience Level Indicators
Junior (0-1 years)
- Basic phone etiquette
- Clear handwriting
- Simple message recording
- Basic computer skills
Mid (1-3 years)
- Managing high call volumes
- Priority message handling
- Digital message systems
- Conflict resolution
Senior (3+ years)
- Training others in message taking
- Creating message taking procedures
- Managing executive communication
- Complex information management
Red Flags to Watch For
- Poor listening skills or attention to detail
- Inability to handle confidential information
- Lack of basic writing skills
- Poor organization in message management
- Difficulty with multitasking
Related Terms
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