TIPS & TRICKS FOR TELEPHONE ETIQUETTE. The telephone is one of the most important and commonly used tools in business. Multitudes of businesses. 8. Basic business telephone etiquette. Key words and phrases a bad time a good time Use the phone professionally: be polite, respect other people's time. communication skills, basic telephone etiquette, tips for voice mail messages, and The use of effective telephone skills creates a positive image for the entire .
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Telephone Etiquette. Sample Please follow this link: http:// kaz-news.info . Sample Module: Aspects of Phone Etiquette. Solution 1: Ask a co-worker to answer your phone when you are away from your desk. Solution: Learn good telephone etiquette and remember to be kind and. Telephone Etiquette Guide. Answering Calls for Your Department/Office. 1. Answer promptly (before the third ring if possible). 2. Before picking up the receiver.
Using phrases such as "thank you" and "please" are essential in displaying a professional atmosphere. Listen actively and listen to others without interrupting.
Don't make people dread having to answer their phone or call your department. Answering Calls Try to answer the phone within three rings.
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Answering a phone too fast can catch the caller off guard and waiting too long can make the caller angry. Answer with a friendly greeting. Smile - it shows, even through the phone lines; speak in a pleasant tone of voice - the caller will appreciate it. Ask the caller for their name, even if their name is not necessary for the call.
This shows you have taken an interest in them. If the caller has reached a wrong number, be courteous.
Sometimes a caller is transferred all over campus with a simple question and the caller gets frustrated. Use the hold button when leaving a line so that the caller does not accidentally overhear conversations being held nearby.
When you are out of the office or away from your desk for more than a few minutes, forward your phone to voicemail.
Answering the Telephone
Making Calls When you call someone and they answer the phone, do not say "Who am I speaking with? To whom am I speaking?
When you reach a wrong number, don't argue with the person who answered the call or keep them on the line. Please excuse the interruption.
If you told a person you would call at a certain time, call them as you promised. If you need to delay the conversation, call to postpone it, but do not make the other person wait around for your call.
Handling Rude or Impatient Callers Stay calm. Try to remain diplomatic and polite.
Getting angry will only make them angrier. Always show willingness to resolve the problem or conflict. Try to think like the caller. Remember, their problems and concerns are important. If you are in a non-supervisory position: If you are supervisor: Be willing to handle irate callers.
Speak slowly and calmly. Be firm with your answers, but understanding.
Knowing what to do -- and what not to do -- when answering and speaking on the phone is imperative. It will help you to acquire and retain clients, and respectively conduct phone conversations from your home phone. Enunciate your words while slightly smiling. Speak slowly; the person on the other end of the phone conversation needs to understand you.
Thank the customer for calling in your initial greeting -- this invites the customer to feel comfortable voicing a complaint or asking a question.
After listening to the customer's reason for calling -- and you can't be of assistance -- attempt to transfer the consumer to the appropriate department. Mobile phones are just that.
They are mobile, and place you in environments where your phone and your conversation are not welcome and may even be considered offensive. Lastly, a very convenient and useful feature of many phones is the speakerphone button.
This makes communication so much easier, but it too requires the exercise of good manners and judgement. Web www. We would love to hear about your experiences and views about Telephone Etiquette on our interactive visitors forum. Or vent your spleen on our Rage Page.
Back to the A to Z Guide. Home AnsweringMachine Bridal Shower Build a Website Business Etiquette.. CellPhoneEtiquette Club Etiquette Dog Etiquette Email Etiquette EmployeeEtiquette EmployerEtiquette EngagementBy the third ring the call should be answered. We regularly have to deal with impersonal recorded messages on voice mail that direct us to select a number from a menu or to leave a recorded message.
In order to keep a caller from being irate over not finding the person they are calling available to them, try sequencing the questions to avoid a conflict.
This shows you have taken an interest in them. Be sure to get clarification.
The principles apply equally to cell phone mobile phone communication.