Preparing for a modified summer schedule

FIU will once again adopt a four-day work week starting June 19 through July 31. Find out how to ensure effective communication and customer service during summer hours.

By Trudy Fernandez

As communicated in March, the university once again adopted the four-day work week this summer starting June 19 through July 31. For the summer schedule and operating hours, click here. 

To continue to provide excellent service across the university community, we recommend you update voicemail messages, e-mail and posted notices to reflect the new schedule. 

Helpful tips in preparing for summer hours:  

Voicemail:

Let callers outside the university community know about the modified summer schedule by recording a new voicemail option. Once you record the message, you should activate it no later than June 18. When the regular core business schedule resumes on August 3, you can then reactivate your regular voicemail option. The following is a sample voicemail option that can be recorded in your own voice: 

“Thank you for calling (name of your department). You have reached the voicemail of (your name and title). During our summer schedule, the university will be closed every Friday until July 31. We will resume our normal business schedules on Monday, August 3. I am currently unavailable to answer your call; however, if you leave me your name, number and a message, I will gladly return your call as soon as possible. Thank you for allowing us to serve you, and have a great day.”

E-mail:

Activate an “out of office” message on Fridays to let people emailing you know that you have received their email, but will respond to them the following Monday (when the work week resumes). The following is a sample “out office” message: 

“During the modified summer schedule the university’s core operating hours will be Monday through Thursday 8:00 am to 6:30 pm and closed every Friday until July 31, 2009. I will respond to your email upon my return on Monday.”

It is understood that essential personnel members of the FIU community will respond to pressing emails on a timely basis despite the modified summer schedule. 

Posted notices:

Another way you can remind visitors that the university is operating under a modified summer schedule is to post a notice at the entrance of your department and/or division.

For assistance with voicemail or setting up and activating your “out of office” e-mail message, contact UTS at 305 348-2284 or visit http://uts.fiu.edu/contact.html. 

Stay tuned for next week’s article, “Steps to take to conserve energy and help reduce costs.” If you have any additional questions about the modified summer schedule, please feel free to contact us at (305) 348-2181 and we will gladly assist you. 

On behalf of the Division of Human Resources, we wish you a safe and wonderful summer.