Telephone Etiquette. Be Pro-active!  Answer the phone after two or three rings with a friendly, business-like greeting Hello, Jesse Lugar Speaking.

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Presentation transcript:

Telephone Etiquette

Be Pro-active!  Answer the phone after two or three rings with a friendly, business-like greeting Hello, Jesse Lugar Speaking.

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

When answering the phone for a colleague:  Ask, politely, for the name of the caller. You could say “May I say who is calling”.  Ask the caller if you can place them on hold before transferring them. You could say “One moment please. May I place you on hold?

HOLD ON! If at all possible, try not to leave a caller on hold for more than 30 seconds. …it can get old.

They don’t need the whole entire story.  If the person they have requested to speak with is not available because.. they’re out at the restroom with the worst diarreha that you’ve heard of in a while! And then they’ve got to go get an “emergency” tire change because their tires have dry rotted and then when they get back they’ve got a meeting (that they’re not looking forward to at all!). So, I don’t know how long it might be; it might be two hours, or even three or four! …they don’t need to know all of that! -Simply say “My colleague is out of her office at the moment; I can take a message and have her call you back”.

Setting up your incoming voice mail.  Make your voice mail short and professional. Example: “Hi, you’ve reached Chuck Norris. I’m not available to take your call at this time, but if you leave your name, phone number, and a brief message, I will call you back as soon as I can.”

Setting up your extended leave voice mail.  Make this voice mail brief and professional as well.  Give instructions on alternative ways to reach.  You may also include the date at which you will be returning to the office.

General Advice Alexander Graham Bell-First telephone