Telephone Tips

image:allcrawleyjobs.com
culled from:caexedu.com


When you initiate a call:
   Prepare (if possible, in writing) what you’re prepare to talk about before you make the call.
    Speak clearly and intelligibly in a polite even tone.
   When you initiate a call, introduce yourself the right way viz: Say “Hello”; Identify yourself and your organisation/affiliation; Ask for the person to whom you would like to speak: State the reason for your call.
  If you dial an incorrect numbers apologies before you being up. You should also do this if you’re answered by the person’s voicemail.
  If the person you’re calling is not available and you are leaving a message in his / her voice mail, or with a real person, give (speak slowly and deliberately) your name, your company’s name, your telephone number, a time you can be reached, and a brief message. Then, repeat your name and phone number. When you conversation is finished, end it cordially and quickly.
When you are answering a call
   Answer as promptly as possible
    Never answer a phone call by saying “yes?” what’s up?” or the like. It’s not a social cell.
   If the caller has reached the wrong person, assist him/her to get the right part or offer to take and deliver a message.
   Answer by identifying the name of your greetings (in a formal way); and ask the caller how you may help. E.g. “Carrington Executive Education. Bori John speaking. (Giving your is optional these days) How can we be of help?
If the caller has not given his/her identity, do not ask “Who is this?” Instead, say ‘please who is on the line?’ or “May I know who is speaking please?”
   If you need to connect a caller to someone else, tell the caller the name of the person, his/her unit or department, and extension number.
  Refrain from putting a caller on hold unless you absolutely have to.