Instructional Memo

Purpose Questions:

1. What is my goal?My goal is to inform all staff members of their individual PIN number for the new phone system, how to use voice mail, and how to record greetings.

2. Who is going to read this memo?The lawyers and senior partners of this legal firm who have not had a chance to familiarize themselves with the new phone system.

3.What does my reader already know about the topic?Some of them know that we have a new phone system but some do not.

Focus Questions:

1. What steps must be followed to complete this process?1. To record a greeting, press the record button on the phone while hold the receiver to your

mouth.2. After pressing the button, speak your greeting into the receiver.

3. When you are finished, press the record button again and then hang up the phone. Your answering machine greeting has been recorded.

4. For creating a message, punch in the PIN number of the person you want to call

5. Then allow their answering machine to pick up.

6. At the sound of the beep, record your message

7. Then hang up the phone.

Purpose statement: My purpose is to explain to the uninformed staff members how to correctly use the new phone system to record greetings, and use voicemail.

TO: All Lawyers of Grovel, Benjamin and Laff

FROM: Alex Davis, Office Manager

DATE: May 27, 2010

SUBJECT: How to Use the New Phone System

Most of you are already aware that we have recently installed a new phone system into the building, which is being activated this Monday morning. Some of you have been unable to make it to the training sessions and have not been informed of your PIN numbers or how to use the new phone system. This memo explains the steps you must follow to record greetings, use the voicemail, and also contains the PIN numbers for everyone here.

How to record a greeting:

1. Press the record button on the phone whilst holding the receiver to your mouth.2. Speak clearly, your greeting, into the receiver of the phone.

3. When you are finished your greeting, press the record button again.

4. Hang up the phone.

How to use the Voice Mail to create a message:

1. Punch in the PIN number of the person you want to call.

2. Allow their answering machine to pick up.

3. At the sound of the beep, record your message.

4. Hang up the phone.

How to check your messages:

1. Press the button labelled ‘Messages’ on your phone.

2. Hold the receiver to your ear so that you can hear the automated voice.

3. The automated voice will request your PIN number, enter it into the phone.

4. If you have entered your PIN correctly, the automated voice will inform you of how many messages you have, and at what times they were sent. To review your messages, press one on the phone.

5. To delete a message, press 2 while it is playing.

6. When you are finished checking your messages, hang up the phone.

This is the comprehensive list of everyone’s individual PIN numbers for their phone. Each of your phones has already had its PIN number encoded so there is no need for you to activate it. It is recommended that you keep this list in a safe place so that you can have a list of all

the office phone numbers at hand. J. C. Aarbo #1920, Department 70.V. J. Abaluza #2431, Department 32.R. M. Abeita #1355, Department.R. M. Abeytia #2165, Department 35.S. A. Abla #1400, Department 31.D. Abolin #2129, Department 10.Les Abrams #1110, Department 25.Helen M. Abrao #3524, Department 43.Leticia M. Abrogena #3929, Department 33.A. H. Achilles #1922, Department 24.J. A. Ackermann #1864, Department 70.Dotse K. Acolatse #3744, Department 35.Benjamin Acquaah-Arhin #3835, Department 42.Linda J. Adams #4063, Department 23.R. E. Adams #1657, Department 31.Terri Adams #4042, Department 42.B. Adamson #2152, Department 35.S. Adayan #1746, Department 31.M. E. Addison #2842, Department 70.M. E. Adkins #2430, Department 32.Soloman Admassu #3478, Department 23.F. P. Aflague #2249, Department 25.M. J. Aggeler #2553, Department 30.J. T. Agpstp #3235, Department 43.Audel L. Aguilar #3996, Department 33.Ena L. Aguilar #3349, Department 33.J. Aguilar #2633, Department 35.M. Aguilar #3008, Department 33.Don M. Aguillard #4029, Department 43.Carmen L. Aguinaldo #3215, Department 61.Maria A. Aguirre #3529, Department 25.T. C. Aguirre #2110, Department 50.Lanibelle R. Agustin #4015, Department 33.R. Aho- Hire Date #1849, Department 37.Ronald J. Ainsworth #3384, Department 70.P. H. Alarcon #1433, Department 31.M. Alavi- #2453, Department 35.

Dave Alcorn #1589, Department 70.