Professional Early Years Leadership – How Your Email Address And Voicemail Can Affect Your Setting’s Image
"Obviously the content of your emails is important, but so is your email address. What is yours? It should be professional, not personal."
There are many ways to present yourself and your early years setting as confident, warm and committed to the highest-quality standards. Here I would like to focus on three: your email address, email signature, and mobile phone and voicemail message.
All are vitally important for early years and childcare workers, particularly childminders, where personal and professional boundaries can become blurred.
So much of our communication these days is by email. Obviously the content of your emails is important, but so is your email address. What is yours? It should be professional, not personal.
I have seen some really shocking email addresses in this sector, too rude to even mention here! So, does yours hint at your sense of humour, or other passions in life? Does it include your nickname? If you have answered yes to any of these questions, it is time to change it.
Each email is also a terrific opportunity to provide the basic information people need from you, and some marketing messages too. I am staggered by how few people put even their phone number(s) and address on their email signature.
So many people nowadays look at emails for that very information, so make it easy for them. Also include your business name, a logo and website address, and a message about what you are up to (the latest thing, special offer or event). Change it regularly for maximum effect.
Pick up professionally
If you have a mobile phone for work and personal use, be careful. It may be advantageous to take calls in the evenings/at weekends, but there are pitfalls.
First impressions count – if you always answer your phone in a professional manner that’s fine, but if you don’t, it is a cause for concern. Background noise is a key consideration too – what impression will you give by answering in the toilet or a bar?
So, for those occasions you can’t take a call, let your voicemail do the work. Your message should include your setting’s name, a hint of your culture and aims, and a link to your website. For example:
“Thank you for calling (your setting), the place for children to learn. We are not available now, so please leave a message with your name, number. We will get back to you as soon as we can, or visit our website at (web address). Many thanks.”
These little details go a long way, giving people the information they need, and offering you valuable opportunities to promote your business.
James Hempsall OBE is director of Hempsall’s training, research and consultancy. Visit hempsalls.com or follow on Twitter: @jhempsall.
