Question: What Are The Things Need To Consider In Answering A Phone Call?

What is proper phone etiquette?

Phone EtiquetteAnswer the call within three rings.Immediately introduce yourself.Speak clearly.Only use speakerphone when necessary.Actively listen and take notes.Use proper language.Remain cheerful.Ask before putting someone on hold or transferring a call.More items…•.

How do you make an effective phone conversation?

10 tips for effective communication on the telephonePrepare for the call. … Be clear about what you want to achieve. … Remember the other person has no non-verbal cues. … Think about your tone of voice. … Make sure you listen carefully. … Speak clearly and be succinct. … If you don’t understand something, ask. … Don’t be tempted to do other things at the same time.More items…•

Do and don’ts of phone calls?

The Dos and Don’ts of Telephone EtiquetteDO – Smile when you talk to people. … DON’T – Be distracted. … DO – When you answer the phone, greet the caller warmly and advise who they are talking to. … DON’T – Shout or whisper. … DO – Speak clearly. … DON’T – Leave the caller on hold for too long. … DO – Make the caller feel welcome.

What should be avoided while being on a call?

Top 10 Things to Avoid Doing When You Answer the PhoneSkip The Speaker Phone. It’s convenient, sure – but it doesn’t give your callers the sound quality they deserve. … Ditch The Chewing Gum. … Avoid Distractions. … Eliminate Inconsistencies. … Limit Background Noises. … Don’t Whisper. … Don’t Shout. … Do Not Use Poor Equipment.More items…•

What is call etiquette?

What is phone etiquette? Phone etiquette is the way you use manners to represent yourself and your business to customers via telephone communication. This includes the way you greet a customer, your body language, tone of voice, word choice, listening skills and how you close a call.

What is the golden rule when dealing with a phone call?

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.

What is the importance of telephone etiquette?

Proper phone etiquette is important to your company because it’s usually the first contact point for a customer and represents how your business will treat them in other conversations. Make sure to leave a great, lasting impression on every customer who calls your business.

How do I keep my phone calls interesting?

Ask lots of open-ended questions.Ask about her day. This is an obvious place to start. … Ask about mutual interests and acquaintances. More than likely, you and your girlfriend share various interests. … Ask for support or advice. … Ask what she wanted to be when she grew up when she was 7.

What is phone message?

1. phone message – a message transmitted by telephone. telephone message. message – a communication (usually brief) that is written or spoken or signaled; “he sent a three-word message”

What information do you need for a phone message?

Every message you take should include:Caller’s name.Caller’s business or company name.The best phone number to return the call.A summary of the purpose of the call.The date and time of the call.

What are the four important step to be followed on receiving a telephone call?

Always be pleasant to your customers. Give the caller your undivided attention. Answer by the third ring. Treat the caller with respect.

How do you start a phone conversation?

Introduce yourself English telephone conversations almost always start in the same way – by introducing yourself. Say “Hello, this is (name)” to let people know who you are. If you answer the phone and the caller doesn’t give his name, you can say “May I ask who’s calling, please?”.

What are the steps of taking a message?

Tip #2: Take an Accurate Message Once you have all that information, ask for the specific message. Say something like, “If you’d like Chris to call you back, you’ll need to provide a brief message.” Repeat all the information (including the short message) back to the caller to make sure it’s correct.

What should you include in every telephone message you record?

If taking a message, it should include the name of the caller, who the message is for, the telephone number of the caller, the time and date of the call, and any message that needs to be conveyed.