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.