Understand How to Make and Receive Telephone Calls

326 Words2 Pages
Prepare a brief report advising people on: • How to follow organisational procedures when making and receiving telephone calls • The purpose of giving a positive image of yourself and your organisation when making and receiving telephone calls. If possible, use specific information from procedures in your own organisation (or one that you are familiar with). Office procedure when I answered the telephone at work. All staff should be encouraged to answer the telephone within 3-5 rings with a smile and there should always be pen and paper by the telephone in case you need to take a message. The first thing I did was to smile, as this made me feel good and could be picked up by the caller. I would then greet the person with Good morning/afternoon/evening Say company name – St John Ambulance Give your name – Sue speaking Ask how you can help If the call was not for me or the person was away from their desk then I would offer to help or take a message. How to take a message Telephone Message Date 18/01/2013 Who for Fred Brown Time 15.45 Contact No. 01234 567890 Company XYZ Swimming Pools Message Joan Smith has received invoice Been overcharged for pool cleaner Please call back Joan will be in and out of meeting tomorrow and has asked if she is not available please speak to Ian Taken by Suzanne Urgent / Non-Urgent I would always end the call with a summary of any actions or messages to be taken. Lastly, I would thank them for the call, say goodbye and hang up. Any messages taken would be passed to the person concerned as soon as possible and normally within 15 minutes. Failure to give a positive image during a telephone conversation can be harmful and mean a loss of business that potentially could cost money. A bad reputation is probably noted by individuals faster than a positive
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