Which of the following recommendations are to be followed when answering the phone?
Phone Etiquette Tips for the Receptionist or SecretaryPresenting a professional image, both in person and on the telephone, is very important in the Office Skills profession. Taking care of your customers over the telephone and making them feel well informed and appreciated is essential. The customer who contacts your company is going to base his perception of your company on the attention he gets from speaking with you. Therefore, answering phone calls and greeting customers professionally is very important. Whether you are the front office receptionist or an executive secretary, the following phone etiquette tips from our Professional Telephone Etiquette E-learning Course will help you along the way. Show
Establish a Good First ImpressionExhibiting excellent phone etiquette is extremely important in establishing a good first impression of your company. It all starts with some basic knowledge:
Answering the Company Telephone - Your Company GreetingMany experts agree that the following initial greeting will make your customers feel welcome and appreciated.
If answering the call as quickly as possible is the goal, then a three part greeting may suffice. You could say "Good morning, ABC Cloud Computing. This is Molly." Be sure to say your name in a clear, upbeat and enthusiastic way as this will help to get the call off to a great start. Ways to Properly Address US CallersHow to address callers can be very confusing because of the many options available. It helps to be aware of your company's policy and use that as a guideline. If you know who's calling, then it's polite to address the caller properly by his or her title. (i.e. Good morning Mr. Brown, Good afternoon Ms. Sanders). Here are some of the most common ways to address a caller.
While on the Call - Managing your CallerYou're off to a great start by learning how to professionally greet the caller. With your courteous and positive attitude, you've already shown your customer that you care. However, how you handle your customers request will determine how your customer will remember you and your company. Here are a few tips for managing your customer call:
Putting Callers on HoldThere are many reasons why you may need to put a caller on hold as it's not always possible in today's busy work climate to be able to locate the correct person or find the information the caller needs immediately. Also, being placed on hold tends to be a frustrating and unproductive time for most callers so handling this situation with care is extremely important. Following a few simple practices will help ensure your caller remains on the line and feels informed at all times.
Ending the CallEnding the call is just as important as the initial caller greeting as this is your last opportunity to make sure the caller is completely satisfied with the service they received and that they hang up with a positive impression of your company. Here are some tips on how to end the call professionally.
Making Calls1. Always identify yourself properly. When calling a client or customer, whether in person or when leaving a message, always identify yourself properly by providing your name, company name and contact telephone number. For example, "Good afternoon Mr. Brown, this is Ms. Brown from Officeskills.org. My telephone number is 408-555-1212." Always be aware of confidential information when leaving messages. Also, be aware of people around you while talking on the phone. Be discreet! Someone next to you might overhear confidential information that could negatively affect your business.2. Avoid leaving long winded messages. Remember, someone has to listen to your message, write it down and then act upon it. Your message may be just one of many messages that needs to be handled. It is often a good habit to write down or type out your message in advance. Keep it brief and to the point. $49.99 Professional Telephone Etiquette E-Learning ModuleIn this e-learning module, you'll learn basic telephone etiquette skills including learning how manage the call from beginning to end including professionally greeting the caller, building rapport during the call, expressing empathy when needed, showing appreciation to the customer for calling and ending the call in a professional manner. You'll learn how to Master Basic Telephone Skills including how to answer the telephone professionally and enthusiastically, how to transfer calls effectively without annoying customers, how to appropriately use the customer's name during the call and how to take messages professionally and accurately. This course is hosted in the Office Skills Collaborative Online Classroom. Join at any time and work at your own pace. You will have up to six months to complete the program.What is the correct way to answer this phone?Answer or reject a phone call. To answer the call, swipe the white circle to the top of the screen when your phone is locked, or tap Answer.. To reject the call, swipe the white circle to the bottom of the screen when your phone is locked, or tap Dismiss.. What is the important thing that should be considered in making a phone call?Before making a phone call, be sure of the purpose of the call. Think through exactly what you plan to say and practice before you place the call. While speaking on phone, you are not in front of the other party; hence it is very important to ask if the receiver has enough time to speak to you.
What are the 5 stages of telephone etiquette?A telephone conversation typically includes five stages: opening, feedforward, business, feedback, and closing. Because telephone conversations lack nonverbal cues, they require additional attention to feedback.
What are the three basic rules for handling telephone calls?The 5 Most Important Rules of Proper Telephone Etiquette. Answer the telephone as quickly as possible. ... . It can't hurt to rehearse. ... . Know who to connect to. ... . Putting the caller on hold. ... . Make time for a proper ending. ... . Phone etiquette: lessons learned.. |