Module 4 - Communication Telephoning Module 4 - Communication

Good telephoning etiquette? Always identify yourself at the beginning of all calls Be sensitive to the tone of your voice Think through exactly what you plan to say and discuss BEFORE you place a call Do not allow interruptions to occur during conversations Especially when leaving messages, speak clearly and slowly. Build the habit of always turning off your cell phone ringer when entering a meeting, restaurant, theater, training class, or other place Do not allow yourself to be distracted by other activities while speaking on the telephone

Starting a telephone conversation Michelle: Hello, you’ve reached the marketing department. ________________? Male: Yes, _____________Rosalind Wilson, please? Michelle: Who’s calling, please? Male: It’s Richard Davies here. Michelle: Certainly. Please hold and I’ll________________. Male: Thank you. Michelle: Hello, marketing. How can I help? Male: Could I speak to Jason Roberts, please? Michelle: Certainly._____________________? Male: My name’s Mike Andrews. Michelle: Just a second - I’ll see if he’s in. Hello, Jason, I’ve got Mike Andrews on the phone for you … Okay - I’ll put him through.__________________, I’m just putting you through. How can I help can I speak to put you through Who shall I say is calling Hang on a moment

Taking a message Claire: Hello, finance department. Jennifer: Hello, _____________Adrian Hopwood, please? Claire: __________________________at the moment. Can I help? Jennifer: No, I need to talk to Mr Hopwood, I think. What time will he be out of the meeting? Claire: In about an hour.____________________? Jennifer: Okay, I’ll do that. Claire: Or__________________? Jennifer: Actually, would you mind? Could you tell him that Jennifer McAndrews called and that I’m in the office all day if he_______________. Claire: Can I take your number, please? Jennifer: Yes, it’s 5556872 Claire: 5556872. Okay, I’ll___________________________. Jennifer: Thanks very much for your help, bye! Claire: Goodbye! can I speak to I’m afraid he’s in a meeting Can you call back later can I take a message could call me back make sure he gets the message

Wrong number You must have the wrong number sorry about that Male: Hello, this is the press office. Michelle: Rachel Allsop please. Male: I’m sorry,_________________________________. There’s no-one of that name here. Michelle: Oh. Can I check the number I’ve got…. is that not 5568790? Male: No, it’s 5558790. Michelle: Oh_________________. I must have dialled the wrong number. Male: No problem! Bye! Male: Hello, press office, can I help you? Ruth: Hello. Paul Richards, please. Male: I’m sorry,_______________________________, but he does work here. I’ll try and_________________. In future his direct number is 5558770. Ruth: Did I not dial that? Male: No you rang 5558790. Ruth: Oh, sorry to have troubled you. Male: No problem. Hang on a moment and I’ll put you through to Paul’s___________. Ruth: Thanks. You must have the wrong number sorry about that you’ve got the wrong number put you through extension

Appointments I’m afraid he’s in a meeting Michelle: Mr Hibberd’s office! Peter: Hello, can I speak to Brian Hibberd, please? Michelle: _____________________________until lunchtime. Can I take a message? Peter: Well, I’d like to arrange an appointment to see him, please. It’s Peter Jefferson here. Michelle:______________________________, Mr Jefferson. I’ll just look in the diary. So when’s convenient for you? Peter: Some time next week if possible. I gather he’s away the following week. Michelle: Yes, that’s right, he’s on holiday for a fortnight. Peter: Well, I need to see him before he goes away. So would next Wednesday be okay? Michelle: Wednesday …let me see … he’s out of the office all morning. But _____________ in the afternoon, after about three. Peter: Three o’clock is difficult. But___________________________. Michelle: So shall we say 4.15 next Wednesday, in Mr Hibberd’s office? Peter: Yes, that sounds fine. Thanks very much. Michelle: Okay, then. Bye. I’m afraid he’s in a meeting Could you hold on for a minute he’s free I could make it after four

Put the conversation in order 9 Claire: Hello, finance department 6 Female: Hello, can I speak to Adrian Hopwood, please? 11 Claire: I’m afraid he’s in a meeting at the moment. Can I help? 8 Female: No I need to talk to Mr Hopwood, I think. What time will he be out of the meeting? 5 Claire: In about an hour. Can you call back later? 10 Female: Okay, I’ll do that. 1 Claire: Or can I take a message? 2 Female: Actually, would you mind? Could you tell him that Jennifer McAndrews called and that I’m in the office all day if he could call me back. 7 Claire: Can I take your number, please? 4 Female: Yes, it’s 5556872. 13 Claire: 5556872. Okay, I’ll make sure he gets the message. 12 Female: Thanks very much for your help, bye! 3 Claire: Goodbye! 1 Claire: Or can I take a message? 2 Female: Actually, would you mind? Could you tell him that Jennifer McAndrews called and that I’m in the office all day if he could call me back. 3 Claire: Goodbye! 4 Female: Yes, it’s 5556872. 5 Claire: In about an hour. Can you call back later? 6 Female: Hello, can I speak to Adrian Hopwood, please? 7 Claire: Can I take your number, please? 8 Female: No I need to talk to Mr Hopwood, I think. What time will he be out of the meeting? 9 Claire: Hello, finance department 10 Female: Okay, I’ll do that. 11 Claire: I’m afraid he’s in a meeting at the moment. Can I help? 12 Female: Thanks very much for your help, bye! 13 Claire: 5556872. Okay, I’ll make sure he gets the message.

Fill in the gaps: speaking - Bayern Pharma Travel Agency. Mr. Jones (1)________. Can I (2)________ you? - Good morning, (3)________ is Ms White (4)________ AXA Company. (5)________ I speak (6)________ Mr Smith? - Yes, of course. Would you (7)________ a minute. I´ll (8)________ you (9)________. - ....... - I am (10)________, he is not (11)________ at the moment. Would you like to (12)________ a message? - No, thank you. When could I call him (13)________? - Could you please (14)________ him (15)________ tomorrow morning? - Yes, of course. Thank-you very much. Goodbye. - Goodbye. help this from Could to put hang on through afraid in leave back up ring afraid back Could from hang on help in leave put ring speaking this through to up

Fill in the gaps: 1. Mr. Smith, your customer is ________the line. 2. Could I speak __________Miss Jones, please? 3. Could you look ______ a number ________the Yellow Pages _______me? 4. Look _________the classified section _______ telecommunications. 5. Which department does he work __________ ? 6. You won’t find me _______the phone book. I have an unlisted number. 7. We’ve been cut __________again. 8. It’s a bad line. Hang __________and I’ll ring you back. 9. He’s not __________I’m afraid. 10. Can I put you ____________ to his secretary instead? 11. Do you happen to know the country code __________Sweden? 12. I can’t hear you very well. Would you speak________ please? 13. Make the bookings________ phone, then send an email to confirm them. 14. I’ll see if I can get hold__________ her __________ you. ON TO UP IN FOR OF UNDER FOR IN OFF UP IN THROUGH FOR UP OVER OF FOR

FOR 15. Mr. Smith, there’s a call_________ you. 16. I’m calling __________ your ad __________ today’s paper. 17. I’ll ring you back__________15 minutes. 18. Can you take our order_________ the phone? 19. Naturally I’ll send a confirmation_________ writing later__________. 20. He’s been _________ the phone__________ the last 45 minutes. 21. Goodbye, and remember_______ give my regards ______ your wife. 22. I’m very grateful __________ you __________all your help. 23. Don’t you have any record__________ our order? 24. We placed the order__________ you last month. 25. Sorry, we have nobody here__________ that name. 26. It’s still busy. She must have left the phone_______ the hook. 27. There’s no Mr. Smith__________ this number, I’m afraid. 28. ‘Reverse charges’ means that they pay_______ the other end. ABOUT IN IN OVER IN ON ON FOR TO TO TO FOR OF WITH UNDER OFF UNDER ON

Tactful responses Tell the caller: Mr. Smith is not in the office at the moment. Would you like to leave a message on his voicemail? Mr. Smith has stepped out of the office. Would you like to leave a message on his voicemail? I expect him shortly. Would you like to leave a message on his voicemail? Miss Smith is out of the office for the day. Could someone else help you or would you like to leave a message? Miss Smith is unavailable at the moment. Would you like to leave a message on her voicemail? Miss Smith is unavailable right now. But if you call 09-1122445 in about an hour , she should be able to take your call. What you mean: Mr. Smith is out. I don’t know where Mr. Smith is. Mr. Smith is in the men’s room. Mr. Smith hasn’t come in yet. Mis Smith took the day off. Miss Smith doesn’t want to be disturbed. Miss Smith is busy.

Telephone conversations - Hello, are you there? - No, I’m Knott. - Yes, who are you, please? -Will you tell me your name then? - Watt Will Knott -What’s your name? -Knott. -Watt is my name. - Why not? Yes, what is your name? - My name’s Knott. - My name is John Watt. - Not what? - John what? Watt Knott! - Yes. Not Watt, - ???? I’ ll call you again. - What… - All right. Are you Jones?

Complaints ” They let me talk on and on only to realize that they were not the person I should have been talking to.” ”I called the wrong department for help, they didn’t give me any suggestions as to where I should be calling, they just said, 'I don't know, not our department.'” "They didn’t listen clearly to my needs, then they transferred me to the wrong person.“ "They answered with an aggravated voice, as if I disturbed them by calling.“