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Telephone Etiquette. Be Pro-active!. Answer the phone after two or three rings with a friendly, business-like greeting. Hello, Jesse Lugar Speaking. Smile. Callers can tell, even if they can’t see you. When answering the phone for a colleague:. Ask, politely, for the name of the caller.

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Presentation Transcript
be pro active
Be Pro-active!
  • Answer the phone after two or three rings with a friendly, business-like greeting

Hello, Jesse Lugar Speaking.

smile
Smile
  • Callers can tell, even if they can’t see you.
when answering the phone for a colleague
When answering the phone for a colleague:
  • Ask, politely, for the name of the caller.

You could say “May I say who is calling”.

  • Ask the caller if you can place them on hold before transferring them.

You could say “One moment please. May I place you on hold?

hold on
HOLD ON!

If at all possible, try not to leave a caller on hold for more than 30 seconds.

…it can get old.

they don t need the whole entire story
They don’t need the whole entire story.
  • If the person they have requested to speak with is not available because..

they’re out at the restroom with the worst diarreha that you’ve heard of in a while! And then they’ve got to go get an “emergency” tire change because their tires have dry rotted and then when they get back they’ve got a meeting (that they’re not looking forward to at all!). So, I don’t know how long it might be; it might be two hours, or even three or four!

…they don’t need to know all of that!

-Simply say “My colleague is out of her office at the moment; I can take a message and have her call you back”.

setting up your incoming voice mail
Setting up your incoming voice mail.
  • Make your voice mail short and professional.

Example: “Hi, you’ve reached Chuck Norris. I’m not available to take your call at this time, but if you leave your name, phone number, and a brief message, I will call you back as soon as I can.”

setting up your extended leave voice mail
Setting up your extended leave voice mail.
  • Make this voice mail brief and professional as well.
  • Give instructions on alternative ways to reach.
  • You may also include the date at which you will be returning to the office.
general advice
General Advice
  • Always speak slowly and clearly.
  • Always introduce yourself.
  • When leaving a message, repeat all important information.

Alexander Graham Bell-First telephone

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