Phone Manners

When Recieving A Call: 

1. Answer the call within the first few rings.

2. Don’t just say ‘Hello’. Identify yourself, your department and offer to help. Infuse at least some enthusiasm or warmth into your voice, even if the call is not for you. 

3. If the caller tries to sell something and you are not interested, indicate so-politely and hang up promptly.

4. Got a meeting or going out? Instruct someone to take your calls or use voice mail. Make sure your voice mail system is working properly, doesn’t tell the caller that the mailbox is full, transfer them to nowhere, or ring indefinitely.

5. Return missed calls.

When Making A Call:

1. If a receptionist/secretary answers your call, identify yourself and tell them the basic nature of your call. This way, you’re sure that if the person you’re trying to locate is unreachable, when they do get back to you, they are more likely to get back to you with the appropriate information and help you more efficiently.

2. Always have pen and paper at your desk to take down information. 

3. Be courteous. End the call on a positive note, or at the very least, by thanking the person for his time.