Telephone Etiquette Michael Clark.

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Presentation transcript:

Telephone Etiquette Michael Clark

Answering the Phone Let the phone ring 2-3 times Take a breath and relax Smile.

If answering the phone for a colleague, take the name of the caller before transferring the call or handing it to the recipient. If you answer the call for someone else, there is no need to explain why he or she can’t answer the phone. Just use a simple he or she is away from there desk.

Voice Mail Make sure your message for incoming calls sounds professional. If you will be out of the office for extended period change your message to give instructions on how to reach you.

Common Courtesy If you make a call give your name before asking for person desired. If you must put the telephone down during the conversation, do it gently, and when you hang up, do it gently. DO NOT SLAM THE RECEIVER DOWN

Time your calls so as not to interfere with the work schedule of those you call. Make business calls well before the close of the office hours.

If your phone call is not answered right away just stay calm he or she may be busy. Voicemail will answer if they are away from desk.

Do not eat or drink while on the phone Do not eat or drink while on the phone!!! Leave your meals for lunch break Don’t ramble. Stay on topic

Do not use slang words or Poor Language Do not use slang words or Poor Language. Respond clearly with “yes” or “no” when speaking. Never use swear words. Address the Caller Properly by his or her title

REMEMBER!!! Before hanging up say Thank You! ALWAYS BE POLITE AND USE COURTESY