Post on 29-Mar-2015
transcript
By: Malcolm Moore
Telephone Etiquette
After two or three rings with a friendly,
business-like greeting. Example: “Hello, Staci Whitman speaking”
Answer the Phone
Callers can tell, even if
they cant see you.
Smile
Take the name of the callers before transfer
ring the call or handing it to the recipient. Example: “ May I say who is calling? One
moment please. May I place you on hold?” Then don’t leave the caller on hold for more
than 30 seconds.
Answer a phone for a colleague
If you answer the phone for someone else,
there is no need to explain why he or she can’t answer the phone.
Simply say that your colleague is away from his or her desk or the office.
Don’t talk with food or gum in
your mouth.
Speak clearly and slowly.
Most phones have voice mail. Make sure your
message for incoming calls sounds professional.
Example: “ Hello you’ve reached Tanisha Green. I’m not available to take your call. Please leave your name and number after the tone, and I will return your call as soon as possible.
Voice Mail
If you will be out of the office for an extended
period, change your voicemail message to give callers instructions on how best to reach you.
When making calls, introduce yourself right
away so the recipient knows whom they are talking with.
Example: “Hello, this David Albritton calling. Is Professor Chen available.
When leaving a message, speak slowly.
Repeat your name and telephone number so that the recipient has time to write it down without replaying the message.