Smile, While Talking On The Phone Trust Me It Shows!
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Smile, while talking on the phone trust me it shows!
You are the voice of the organization.
Always get it “RIGHT’
R – Respond promptly I – Identify yourself clearly G – Go out of your way to help. H – Hear & hear carefully T – Terminate politely
Some situations are as follows:
1). If you are placing a call on hold, always say, “allow me to place your call on hold”. 2). If the person whom the caller had called up is not available always – a) Inform that the person called is not around. b) Take down the message. c) Take down his name, contact no. d) Ask the caller if he / she would like to speak with anyone else. e) Always sign off with wishing according to time.
Some polite phrases
1) No problem – This will be taken care of. 2) Please wait / just a minute / hold on – Let me check it for you, Sir / Ma’am. 3) You misunderstood me – I am sorry, I wasn’t clear. 4) Yeah / ya – yes Sir / Madam 5) See you – Have a nice day. 6) Bye bye – Thank you for calling 7) Hello – good morning, admin office.
Some polite phrases
1) Just a second – kindly hold the line sir / ma’am 2) Can I – may I? 3) Who is on the line – who shall I say is calling? 4) Do you have a problem – How may I help you? 5) OK / right – very well Sir / Ma’am 6) Sure – Certainly / most certainly, Sir / Ma’am 7) I don’t know – I will be glad to find out and let you know. 8) Who is speaking – May I know, with whom I am speaking to?
Golden Words
PLEASE THANK YOU KINDLY I AM GLAD TO BE OF SERVICE
Etiquettes for FRONT OFFICE
1. When you make a phone call, tell the person whom you wish to speak and while asking for the person use polite words such as "May I please speak to so and so" don't use phrase "Who's that"? 2. Greet and introduce yourself and the organization / department. 3. If the desired person is not available leave the message. Do not forget to note down the person's name that took the message. 4. In case, the called person fails to introduce himself, ask politely, who is speaking on the other end? 5. Avoid assuming that you are aware of the person speaking. 6. Listen carefully, do not interrupt unless necessary. 7. Convey all the telephonic messages received, without fail to persons concerned. 8. Always keep the receiver in its cradle. 9. Keep the conversation brief.
Tips on Telephone Etiquettes for FRONT OFFICE: 10. Always give the appropriate answer. 11. Do not demonstrate your annoyance on interruption while you are talking over the phone. 12. Do not keep the phone engaged unnecessarily, because someone may be trying to contact in an emergency. 13. Be sensitive to the circumstances of your caller. 14. Do not carry your attitude in your voice, e.g. if you are angry or are laughing, don't carry this tone on the phone. 15. Always have all the telephone numbers of the related departments / organizations, and keep a writing pad and pen near the telephone.
Tips on Telephone Etiquettes for FRONT OFFICE: 16. Jot points to be asked before you call lest you forget and keep pondering what information you wanted. 17. No personal calls should be entertained in duty time . 18. Avoid gossiping with colleagues within the organization over the phone. 19. Do not listen to the conversation on the parallel line. 20. Treat the call as if it were a meeting - have a purpose, and an agenda. 21. Learn the names of the people who answer the phones at the numbers you call most frequently. Speak pleasantly to them, and if you talk to them very frequently, send them a card or gift on their birthday or over the holidays
Telephone Dos and Don'ts Do not type or shuffle paper while you are on the phone - it suggests that you are not listening to the caller.
If you have to put the phone down, do it gently to spare your caller's ear. Rid your mouth of food, gum, cough drops, or candy before talking on the phone - the receiver amplifies your noshing. If you have to sneeze or cough, turn your head and cover your mouth - and the receiver. Speak directly into the receiver - don't bury it in your shoulder or neck. f you dial the wrong number, explain yourself and verify the
Happy Phoning!!
You are the voice of the organization.
Always get it “RIGHT’
R – Respond promptly I – Identify yourself clearly G – Go out of your way to help. H – Hear & hear carefully T – Terminate politely
Some situations are as follows:
1). If you are placing a call on hold, always say, “allow me to place your call on hold”. 2). If the person whom the caller had called up is not available always – a) Inform that the person called is not around. b) Take down the message. c) Take down his name, contact no. d) Ask the caller if he / she would like to speak with anyone else. e) Always sign off with wishing according to time.
Some polite phrases
1) No problem – This will be taken care of. 2) Please wait / just a minute / hold on – Let me check it for you, Sir / Ma’am. 3) You misunderstood me – I am sorry, I wasn’t clear. 4) Yeah / ya – yes Sir / Madam 5) See you – Have a nice day. 6) Bye bye – Thank you for calling 7) Hello – good morning, admin office.
Some polite phrases
1) Just a second – kindly hold the line sir / ma’am 2) Can I – may I? 3) Who is on the line – who shall I say is calling? 4) Do you have a problem – How may I help you? 5) OK / right – very well Sir / Ma’am 6) Sure – Certainly / most certainly, Sir / Ma’am 7) I don’t know – I will be glad to find out and let you know. 8) Who is speaking – May I know, with whom I am speaking to?
Golden Words
PLEASE THANK YOU KINDLY I AM GLAD TO BE OF SERVICE
Etiquettes for FRONT OFFICE
1. When you make a phone call, tell the person whom you wish to speak and while asking for the person use polite words such as "May I please speak to so and so" don't use phrase "Who's that"? 2. Greet and introduce yourself and the organization / department. 3. If the desired person is not available leave the message. Do not forget to note down the person's name that took the message. 4. In case, the called person fails to introduce himself, ask politely, who is speaking on the other end? 5. Avoid assuming that you are aware of the person speaking. 6. Listen carefully, do not interrupt unless necessary. 7. Convey all the telephonic messages received, without fail to persons concerned. 8. Always keep the receiver in its cradle. 9. Keep the conversation brief.
Tips on Telephone Etiquettes for FRONT OFFICE: 10. Always give the appropriate answer. 11. Do not demonstrate your annoyance on interruption while you are talking over the phone. 12. Do not keep the phone engaged unnecessarily, because someone may be trying to contact in an emergency. 13. Be sensitive to the circumstances of your caller. 14. Do not carry your attitude in your voice, e.g. if you are angry or are laughing, don't carry this tone on the phone. 15. Always have all the telephone numbers of the related departments / organizations, and keep a writing pad and pen near the telephone.
Tips on Telephone Etiquettes for FRONT OFFICE: 16. Jot points to be asked before you call lest you forget and keep pondering what information you wanted. 17. No personal calls should be entertained in duty time . 18. Avoid gossiping with colleagues within the organization over the phone. 19. Do not listen to the conversation on the parallel line. 20. Treat the call as if it were a meeting - have a purpose, and an agenda. 21. Learn the names of the people who answer the phones at the numbers you call most frequently. Speak pleasantly to them, and if you talk to them very frequently, send them a card or gift on their birthday or over the holidays
Telephone Dos and Don'ts Do not type or shuffle paper while you are on the phone - it suggests that you are not listening to the caller.
If you have to put the phone down, do it gently to spare your caller's ear. Rid your mouth of food, gum, cough drops, or candy before talking on the phone - the receiver amplifies your noshing. If you have to sneeze or cough, turn your head and cover your mouth - and the receiver. Speak directly into the receiver - don't bury it in your shoulder or neck. f you dial the wrong number, explain yourself and verify the
Happy Phoning!!
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