Business Telephone Use. Telephones  Telephone types  Standard  Cordless  Multi-line  Speaker  Cell phones  Walkie-talkie.

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Presentation transcript:

Business Telephone Use

Telephones  Telephone types  Standard  Cordless  Multi-line  Speaker  Cell phones  Walkie-talkie

Telephone Technology  Analog  Translating the audio signal (human voice) into electronic pulses  Better overall sound quality  Digital  Translating the audio signal into binary code (0s and 1s)  Offers clearer sound (no static)  Offers more telephone features  Does not allow for regular fax machine

 VoIP-Voice over Internet Protocol  Digital technology  A computer, adaptor, or specialized phone is required.  Great clarity  Affected by power outages  911

Telephone Accessories

Telephone Protocol  You are the first person a caller may talk with, so it is important to represent the company well!  Answer before the third ring  Use a greeting (buffer, company & your name)  Smile!  Be an active listener!  Be courteous and polite  Monogram the call

More Tips...  Remember to be helpful  Offer alternatives  Don’t give out too much information  No gum or food  No slang (use good grammar)  Enunciate and pronunciate clearly  Keep pen and notepad nearby

And a few more...  Position your phone on your desk  Know your equipment  Ask before placing on hold (and wait for an answer!)  Never leave customer on hold more than 30 seconds  “Could you please hold while I check that?”  “Thank you for holding”...

Transferring  Blind Transfer  Send call to co-worker without announcing the call  Announced Transfer  Talk with co-worker to let them know WHO is calling prior to their taking the call

Taking messages  Repeat spelling of name and telephone number  You may need to ask for the company name  Record time of call and date  Write complete, but concise message  Indicate if a return call is necessary  Sign or initial at the bottom

Common Phrases  “May I ask who’s calling?”  “Who’s calling, please?”  “May I tell him/her who’s calling?”  “John’s not available at the moment, may I take a message or would you like to leave him a voice message?”  “One moment while I transfer you.”  “I’m sorry, let me try that again.”

What not to Say...  “Um”  “Uhhhh”  “Hold on”  “Hold on a second”  “Just a sec”  “Nope” or “yeah”  “Bye bye”

And, so:  Smile!  Be courteous and polite  Be helpful  Be prepared  Be a good listener  Know your phone  Practice!