Telephone etiquette
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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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Telephone Etiquette

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Telephone etiquette

Telephone Etiquette


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”.


Telephone etiquette

Talk with food or gum in your mouth.

..gross.


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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