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Return to Chapter Management


Helpful Hints for Answering Calls and Emails

Overall goals:
  • Know yourself. Dealing with your own situation places you in the best position to help others.
  • Be sensitive, patient, compassionate and understanding. But…don’t be so sensitive that you take problems home with you.
  • Remember that you are an important link. Your main role is getting the caller to the support group.

Setting up the system:

  • Don’t go it alone.
  • Use answering machine and/or service effectively.
  • Establish guidelines.

Handling calls:

  • Listen actively.
  • Use the caller’s name if given.
  • Compliment the caller for having the courage to contact you.
  • Remember your limitations.
  • Follow through on promises.
  • Share your experiences. Don’t overwhelm the caller.
  • Encourage the caller to attend a meeting.

More on encouraging the caller to attend meetings:

  1. Remember, it’s your most important role.
  2. Ask about the caller’s concerns.
  3. Describe the group meeting.
  4. Respect the caller’s decision.
  5. Set limits on your time.

Handling difficult situations:

  • Caller is hesitant about attending meeting.
  • Caller wants to keep you on the phone.
  • Caller contacts you at the wrong time.
  • Caller is in crisis situation.

More on handling crisis situations:

  • It’s not your chief job, but be prepared.
  • Use calm, reassuring voice.
  • Let caller know you genuinely care.
  • Make referrals. Know your local resources and keep them handy.
  • If the caller is in imminent danger, try to get them professional help as soon as possible.

Other issues:

  • Providing resources.
  • Dealing with the media.
  • Handling obscene phone calls.
  • Preventing burnout.

For more information:

Call the National Mental Health Consumers' Self-Help Clearinghouse at (800) 553-4KEY (4539) to request the handout: "Some Help for the Helper: A Guide for the Self-Help Group Contact Person" A $2 is charged.

You may also check with New Jersey Self-Help Clearinghouse at (800) 367-6274 (in NJ) or (973) 326-6789 (outside NJ) and request "Guide for Group Contact Person" for $3. *Please note that this information is subject to change.

Provided by: DBSA Metropolitan Atlanta

 

Page created: August 24, 2004 Page last updated: August 25, 2005
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