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As an Administrative Assistant, you talk on the phone all the time. But can you remember who you talked to yesterday and what you talked about? How about a call you made six weeks ago? Or a year ago? What would you do if you had to testify in court about a phone call two or even three years ago?
Keeping a call log can help with this issue. It doesn’t have to be anything fancy, just the date, time, person called, and what was discussed. I keep mine on an Excel spreadsheet, and I record all incoming and outgoing calls, including internal calls.
A call log is a good reminder to yourself what calls you’ve made, as well as a log of information exchanged. Years ago when I worked on an ambulance, we had a rule of thumb for documentation: if it wasn’t written down, it didn’t happen. Even if a detail seemed totally unrelated to your incident, you still documented it, just in case. It only takes one time testifying in court to teach you the wisdom of this rule.
So, if you’re working as an upper level assistant, you should get in the practice of keeping a call log, and it’s a good idea to suggest to your boss as well. It can certainly save you quite a few headaches later on.
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