You aced “Writing for Public Relations,” and “Organizational Communication” was a breeze. You’ve learned everything there is to know about the history of media. You could discuss the Internet’s impact on newspapers until you’re blue in the face. But do you know how to answer the phone properly?
It may seem like a no-brainer, but this is just one of the many crucial workplace skills you won’t learn in school. Master these skills, and those unpaid internships will start turning into job offers.
1. Hone your telephone etiquette.
Thanks to the texting takeover, phone manners have become exceptionally rare. “Hey, girl” may be appropriate for your personal calls (actually, it still probably isn’t), but if you answer the phone like that at work, prepare to be embarrassed and/or chewed out.
Listen to the way your co-workers answer the phone. Do they provide their name? (“This is Meredith.”) Or do they use a more generic greeting? (“Ragan Communications—how may I help you?”) Have a pen and paper next to your phone at all times so you can take messages. Make sure you know your office phone number so you know what to say when someone asks for your contact information. Learn how to transfer, dial out of the building, etc. This may sound ridiculous, and that’s exactly why this is so important. Do you really want to be known as “The Intern Who Can’t Answer The Phone?”
2. Learn to multitask.
Maybe you’re a whiz at juggling research papers, midterms, and group projects, but multitasking at work is a different beast. You might like to spend three hours perfecting an article, but you also need to answer emails, schedule interviews, meet with co-workers and research potential story ideas—all before noon.
Before you start work each day, make a “to-do” list. What’s the first thing you need to do when you arrive at 9 a.m.? What’s the second (and so forth)? If you aren’t given a deadline for a particular story, ask your boss when they’d like to see your first draft. You may be hesitant to seek help (we’re all vying for the Omniscient Intern award), but better you should ask than drop the ball and cause everyone to fall behind.
3. Wordiness is not rewarded.
You might’ve gotten brownie points for using “panjandrum” in your college essay, but you can be sure it won’t make it past the first round of revisions. When writing for the Web, flowery language is not your friend. Concise, simple, and clear writing is. When writing copy, ask yourself, “Would the average reader have to look this up?” If the answer is yes, pick a different word or phrase. You’re not going to sound stupid if you swap “barmecidal” with “fake”; on the contrary, you’ll avoid the risk of sounding like a snob.
4. Bye-bye, body paragraph.
Your English professor might have encouraged (or demanded) a carefully crafted argument of five to seven sentences, but that technique is no good when writing for the Web. Eye Tracking Studieshave shown that readers not only avoid long paragraphs, they’ll even skip the end of the article if you don’t keep them engaged.
Be concise. Get to the point.
5. Thought your grammar school days were behind you? You’re dead wrong.
Still not sure when to use “your” versus “you’re”? Stop what you’re doing, and take out your notebook (hint, hint). Including these mistakes in your writing samples (or worse, on your résumé) practically begs an editor not to hire you.
Learn when to use ellipses, semicolons, and em dashes. Know the difference between “affect” and “effect.” Editors know what they’re looking for, and their expectations are high. (See what I did there?) Your AP Style book should be within reach at all times. Not only will it help you become a grammar guru, it will guarantee instant admiration from your editor.
Meredith Coburn is an intern for Ragan Communications. This story first appeared on Ragan.com.