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How To Answer Telephone Call As a Receptionist | Top Ways To Answer Telephone Call As a Receptionist

How To Answer Telephone Call As a Receptionist | Top Ways To Answer Telephone Call As a Receptionist.
How To Answer Telephone Call As a Receptionist | Top Ways To Answer Telephone Call As a Receptionist....With Top Ways To Answer Telephone Call As a Receptionist. - See Guideline Below:

 How To Answer Telephone Call As a Receptionist | Top Ways To Answer Telephone Call As a Receptionist  – In this article you will surely get latest updates on   How To Answer Telephone Call As a Receptionist | Top Ways To Answer Telephone Call As a Receptionist, Guidelines and other important updates Required.

 How To Answer Telephone Call As a Receptionist | Top Ways To Answer Telephone Call As a Receptionist

In answering telephone calls, a Telephonist must possess many qualities. A caller may judge an organization by the way a secretary answer a call. A telephonist is therefore like a public relations officer or an ambassador who must portray a good image of the organization.
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 How To Answer Telephone Call As a Receptionist | Top Ways To Answer Telephone Call As a Receptionist

As a receptionist, answering a phone call is one of your duty and answering it well is another quality that defines you as a good receptionist. Therefore, below are the 11 Ways To Answer Telephone Call As a Receptionist and get a good result out of it.
  1. On lifting the receiver, the first thing to do is to identify yourself by giving the name of the organization, your name or position followed or preceded by solutions. For example, “Good morning, Campusglory, Benin.
  2. Be natural with your voice. Do not let your voice be too high, harsh or too low.
  3. Pay particular attention to the speaker, note his mood and message
  4. Avoid using any slang and pronounce every word distinctly.
  5. Be polite to all callers. Do not be rude especially to callers you do not intend to pass to your boss
  6. It is usual to ask for message from such callers. Personalize such calls to make the caller feel at ease.
  7. You should be tactful enough to diffuse an enraged caller and deal with undesirable callers decisively.
  8. Take note when receiving calls; repeat the message and instructions to ensure that you have got them right.
  9. If an incoming call is disconnected accidentally, the receiver should be replaced immediately because the caller is likely to make another attempt. As soon as the caller re-establishes connection, quickly apologies for disconnecting the earlier call.
  10. Above all, you should realize that a good voice on the telephone is pleasing, a pleasant manner is satisfying and a simple courtesy leaves the caller with a high regard for you and the organization. When the person for example the caller’s want is not available, you should be able to put several alternatives to a caller by asking if a caller will prefer to
  • Speak to his assistant or someone else
  • Ring back
  • Be called back when the executive is available
  • Leave a message with him/her
In conclusion, whichever choice is made by the caller, you should record his name, address, and telephone number. If a message is left behind, you should not trust it to your memory but record it on a simple message form.

Useful Hints On The Use Of Telephone

  1. The use of telephone should be restricted to the official business
  2. All incoming calls must be attended to promptly
  3. In answering an incoming call, announce the name of the organization, your department or your own name or designation
  4. Be polite and pleasant to all callers
  5. Be tactful in dealing with undesirable calls
  6. Speak clearly on the telephone and make use of the telephone alphabets where a word is not distinct
  7. Avoid as much as possible, the use of slang such as ‘hello’ ‘hang on’ etc.
  8. Offer an apology to a person wrongly called, or to a caller wrongly directed or disconnected
  9. If a person required by a caller is  not available, ask if he will speak to another person, call back, be called back or leave a message. In any case, take the callers name and telephone number.
  10. If there is a delay connecting a call, inform the caller of what actions you are taking such as ; I a, trying to connect you, please’ ‘Your call will soon get through, Sir’
  11. Never listen-in (eavesdrop) on any telephone conversation or discuss matters overheard on the telephone
  12. Always be brief on the telephone.
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