Every time you make or receive a telephone call, you’re making a lasting impression, so make sure your tone of voice and your manner of speaking are pleasing and acceptable.
Rules To Follow When Answering the Phone for Another Person
• If you’re answering someone Else’s phone, give that person’s name first, then yours: “Rise Networks Office, Busola Ojumu speaking.” Avoid phrases such as “He hasn’t come in yet,” or “She’s on a break.” Although these may be truths, they could give the wrong impression to the caller. A simple “My boss is away from her desk” will do.
• Avoid leaving someone dangling on a silent line. Ask the caller if he/she would like to wait on hold, but check back every twenty seconds.
• When you take a message, make sure it’s accurate. Note the date, the caller’s name, phone number, and message. Listen carefully, speak clearly, and be friendly.
Rules To Making Phone Calls
• Always begin a call by introducing yourself or your company, if applicable.
• Make sure your voice projects strength and clarity.
• Use good posture and sit up straight, with your feet on the floor when talking on the phone. Believe it or not, you will have more energy and this will come across over the telephone.
• When your phone rings, answer it promptly. This shows efficiency and tells the caller he/she is important.
• If someone calls on another line or call waiting while you’re on the phone (and the call does not go to voice mail or is answered by a live person), tell the caller you will call them back. The person you called first has priority.
• Follow up on all calls. If you promise information, call back within twenty-four hours.
• Change your voice mail to reflect your schedule on a daily basis.
• Time your call so it does not interfere with someone Else’s job. In other words, don’t make calls first thing in the morning cause the person you are calling might be busy except its important.
