Go To Meeting Instructions for New Hires

Welcome to Essentials! 

Listed below is crucial information you will need as a new hire here at Essentials for utilizing our Go To Meeting. Go To Meeting is our main source for online meetings.

1. If signing in to the company account, please use the login credentials that you received with your orientation packet.

2. Click on Go To Meeting https://www.gotomeeting.com and either join through the website if you know all of the information, or check your company email account that your information was sent to.

3. Or,  if someone sends you a meeting request from Go To Meeting, reference the link from that and you can either sign in on your computer or call into the meeting from the number provided.

4. There are several ways to join a Go-To Meeting. If you are using a laptop or desktop computer, simply click the hyperlink and it will give you a webpage that looks like this:

Simply select the appropriate audio option (depending on the type of meeting) and wait for the meeting organizer to arrive. If you are the meeting organizer, click the link that says “Start the Meeting.”

5. If you are calling in from your smart phone, type the phone number provided:

After dialing, an automated voice will instruct you to enter your Access code  and the pound (#) sign afterwards. The access code  was provided in your email with the rest of the information for the meeting. If you are using a smartphone or tablet, these devices will most likely prompt you to download the Go To Meeting Application. The application on an ipad looks like this:

6.  Mute your microphone upon arrival into the meeting so that you don’t get any feedback.

7. On the subject of microphones, also be sure to check BEFORE the meeting that your microphone and webcam are working. It is very unprofessional and sloppy to not come prepared for the meeting.

8. Another tip before going to an online meeting is to make sure you are in a quiet location with a business-friendly or professional setting. These are things that tend to be forgotten in the logistics of setting up a meeting.

If you have any other questions or concerns regarding Go To Meeting, contact our IT Support Department.

Essentials New Employee and Social Media Policies

Meet our new employee!

Here at Essentials, we are pleased to introduce the newest member of our team, Chris Crocker. After graduating from Penn State University as a  Communications major, Chris was hired with Amazon as the head media manager. He is a world renown social Media Director who has won several awards for his accomplishments in reach, engagement, lead, and conversion skills. We anticipate that with his experience and knowledge, he will be a resourceful addition to our team. His office is located just a few doors down from the Human Resources Office, so we encourage you to stop by and introduce yourself at your convenience. He is an excellent resource when it comes to anything social media related, even if it's just to scan a post for accuracy or approval. We have already benefited from his talents and we look forward to much more! 

With Social Media becoming a major use in the workplace there are rules.

How to use social media at Essentials.

1.) One-hour a week to post new and upcoming things going on within the company.

2.) Our company relays on social media

• There will be a weekly meeting to address the new and upcoming trends EVERYONE FOUND that week in their social time 
• There will also be a monthly staff meeting that will reward of 8 hours of paid vacation the employee with the most engagement in their posts will receive this award from the three CEOs

Actions against Misuse of Social Media: The 4 Step Process

1.  One verbal warning will be given to employees misusing the social media usage rules and regulations. This warning will take place in one of the three CEO’s offices with at least one of the CEOs present as well as the Director of Social Media.

2.  After the first verbal warning, a written warning will be given out. You will have this warning reviewed with you and sign documentation that you understand the reasons for this reprimand.

3. After three written warnings you will be suspended for one (1) week without pay. Upon arriving back from suspension, you will be put on probation for 90 days. If you violate probation, you  will be dismissed.

4. Anything posted on Essentials social media involving the following will result in is immediate dismissal and possibly criminal charges:

• Foul language used when representing the company or speaking to customers
• Misrepresentation of the company
• Inappropriate pictures/videos 
• Leaking confidential information
• Unapproved posts on the company webpage
• Copyright infringement

By Signing below you are acknowledging and accepting these terms and conditions:

          ________________________________________________

*Chris Crocker is actually a singer/songwriter. Picture was used for school blog only. Check out his Facebook page for more
 

Survey Time!

We love taking surveys here at Essentials. Let your opinion be heard by taking our fashionable survey!

https://www.surveymonkey.com/r/85BSW6T

Phone Etiquette: Answering The Phone and Taking Messages

Phone Etiquette:

How to answer the phone properly:

1. Answer all incoming phone calls before the third ring.
1. Is it unprofessional to keep the caller waiting
2. Take a deep breath before speaking
1. To relax you
3. Introduce business and yourself
1. Speak clearly and professionally
4. When answering the phone be sure to do the following:
1. Smile
2. Be friendly
3. Be helpful and happy
5. Keep a notepad and pen close by to take messages
1. Keep messages as clear as possible
2. Make sure you have all the information
6. Address caller professionally
1. Sir, Ma'am, Mrs, Mr, Miss, Ms, and ect.
7. Transfer the person to the right person
1. Be sure you know the extension
8. Be sure to end the call professionally
1. Thank them for calling

A brief example on how your introduction should go.

“Thank you for call Essentials. This is Jenny. How may I assist you today?”

Using this as an example is great because it lets the caller know who they are calling, to whom they are speaking with, and that you can help them.

How not to answer the phone:

Answering the phone is not always the easiest thing. However, below are some brief examples on how you introduction should go.

• “This is Essentials”
• “Hello”
• “Talk to me”
• “Speak”

That not only comes off rude but also doesn't say who they are talking to. It is very important for your caller to know who they are speaking to. Also they come off as don't call here and you will lose your current clients and even potential clients.

Below is a link to a video that will help you with answering the phone properly.

Phone Messages!

Phone messages are great for the workplace. It helps you keep track of who called, why they called, and a call back number. It is very important that you take phone messages for anyone who isn’t in the office or just can’t come to the phone.

When taking phone messages be sure to do the following:

• Write down ALL caller information
• This includes:
• Call back number
• Name
• Reason for calling
• Also be sure to write your name down so if they have questions they know who to ask
• After the phone call is over re-read your message
• Ask yourself the following questions:
• Can you read it clearly?
• Can you understand the message?
• Did you write your name on it?
• Does it have ALL information on it?
• Then once you have check the message drop it off at that person's desk.

When taking messages for other co-workers you must remember that you’re the one who took the call, so they need to be able to read what you heard. It is important that you take the time to analyze the message to make sure the person who receives the message will be able to call back and greet them by their name, and have the knowledge of the topic of discussion. Below is a link to a youtube video on proper message taking

Tip: While every organization is different and may want their employees to answer the phone differently, and write messages down a certain way these few short steps should help you. Remember to smile, and be friendly!

Check out our example below of good and bad phone answering!

Email Etiquette and Tips

Email Etiquette and Tips Click link below to watch an email tutorial Stephany Robinson Sep 22 (1 day ago) to teamfabulous18, Mikala Dear Mr./Mrs. Joan Smith: What's the point to writing an email if the content will never get to the receiver? It is crucial that you enter the receivers address correctly in the "To" entry. To ensure delivery, you can set up both a delivery receipt and a read receipt if you prefer.  The Cc entry stands for carbon copy. It is an optional feature for circumstances when you need to keep someone informed; however, they are not the person responsible to take the action.  Rarely would you want to make use of the BCC entry spot. BCC represents blind carbon copy. This is a discrete way to send a copy of the message without the receiver knowing. After you put the address in correctly, make sure to add the subject line. The subject line should tell the reader what the point of the message is, so that when the person is scrolling through their inbox, they will be alerted to your important message or informed quickly of the details.  Time is money in the professional business world; therefore, it is unnecessary to add extra fluff or "beat around the bush" when addressing the bulk or point of the email. There are several ways to be direct and to the point while remaining polite. Examples of this include using the words such as: please, thank you, promptly and appreciate. Salutations should be professional such as Sincerely, Respectfully, or With gratitude. Make sure to put your first and last name after that and press send.  With gratitude, Stephany Robinson

Outlining the Day: How to Make a Training Itinerary

In today's blog post, we will be discussing the benefits and how-to of creating training itinerary for your business. This will not only help new employees first learning, but also assist in any training current employees may need to do. Having this itinerary will help keep employees focused on the tasks at hand and make for employees to be more productive and have more skills that will assist in reaching the organizations goals. Let's get started!

Creating A Training Agenda

One look on Google, and you can find various templates for setting up a training itinerary. The most important part, however, is the content. Here are some specifics to definitely include in your agenda:

• Date - Let people know when things are happening so they can plan accordingly, especially if the training takes place over a period of time.

• Time - This goes closely with the date. Having things listed by time tells your trainee what is going to happen, when it's going to happen, and most importantly, how LONG it's going to take. Time is money, and it is important to utilize the time you have for training in an efficient way. 

• Location - Have you ever been in school and not known where you were supposed to go? This can happen even in a professional business setting. It is a waste of time for the trainer and trainee if they must look around and ask someone for directions, rather than looking at an itinerary that can tell them exactly where to go. 

• Topic of focus - The topic of focus not only helps the trainee keep on track with what they're learning, but knowing what to focus on helps the trainer stay focused on the topic or demonstration at hand. 

• Person- Make sure you know who your trainer is. They are not only training you, but they can be an invaluable source of information down the road in your career. 

*Tip: Another category I did not post about was breaks. Breaks are important for both parties and should not be considered a waste of time. Taking a bathroom, or lunch break during training can actually make the trainee more efficient because they are able to focus and not be distracted with the thought of "I'm hungry," or "Where's the bathroom." 


The following website is a great resource for better understanding the different parts and how to compile them together: HR Training Program

Also, I have included an informational video found on Youtube that you may find helpful with your own design:

How to Dress Professionally on a Budget

“Fake it until you make it.”

Your guide to Dress Professionally on a Budget

• First and foremost, the most inexpensive thing to wear is CONFIDENCE! Hold your head up high, stand up tall, and push your shoulders back to demonstrate just that. People are drawn to others that are sure of themselves.

• Pick a few versatile items that you can wear interchangeably with several different outfits. Some examples might be: cardigan, plain skirt, dress, Khaki pants, dress pants, costume jewelry set, black dress shoes or a scarf.

• Buy items that are machine washable. Dry cleaning clothes can get very costly and should be avoided when on a tight budget.  

• Yard sales, secondhand stores, and hand-me-downs are great ways to acquire gently used items. Most of the time the time you can find some really nice pieces that someone else already paid the premium. Also, stores that buy clothes in large quantities to sell (ex. Walmart) are very helpful places to search for items.

• There is nothing worse than seeing a coworkers booty exposed from bending down and their pants not covering properly. Therefore, while you are searching for your go-to items, be sure to bend down and reach across to ensure full coverage.

• Extra Tip-Make sure your undergarments are properly fitting to ensure that whichever items you choose will look smooth and not distract the eye!