1. Telephone is an indispensable business technology that makes keeping in touch and doing business both efficient and easy.

2.  Answer the phone after two or three rings with a friendly, business- like greeting.  Ex: “Hello, Lashundra Readus speaking.”

3. Callers can tell, even if they can’t see you.

4.  If answering the phone for a colleague, take the name of the caller before transferring the call or handing it to the recipient.  Ex: “May I say who is calling?”

5.  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.

6.  Don’t talk with food or gum in your mouth.

7.  Speak clearly and slowly.

8.  Make sure your message for incoming calls sounds professional.  Ex: “Hello, you’ve reached Lashundra Readus. 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.”

9.  If you will be out of the office for an extended period, change your voice mail message to give callers instructions on how best to reach you.

10.  When making calls, introduce yourself right away so the recipient knows whom they are talking with.  Ex: “Hello, this is Lashundra Readus calling. Is Professor Johnson available?”

11.  When leaving a message, speak slowly.  Repeat your name and number so that the recipient has time to write it down without replaying the message.