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Page 28
Good Phone Usage
General Phone Usage
Answering Calls
"Speak now and I will
answer; how shall I help
you, say." A.E.Houseman
1896.
Making Calls
"Well, if I called the wrong
number, why did you answer
the phone" James Thurber,
New Yorker Magazine
1937.
INDeX - DT1 Phone Guide
The phone provides a quick method of communication. However, think
carefully about how you use the phone. Your manner is a key part of the
company's and your image. Since the phone does not convey smiles,
shrugs, nods, etc, how you speak is all important.
– Speak clearly and maintain a friendly manner.
– Be precise and avoid rambling.
– Position the phone within easy reach for use.
– Keep a pen and paper near the phone and use them.
– Keep a list of company and external numbers handy.
– If you have to talk to someone else in the office during a call, inform
the caller and then use HOLD (see page 19).
– Avoid giving your operator unnecessary work:
– Transfer callers yourself rather than via the operator.
– Keep your System Manager informed of changes in your
department, so that they can keep your pickup groups, phone
directories, etc. up to date.
– Answer the phone promptly and identify yourself.
– Sound helpful and friendly.
– Get the caller's name and use it.
– Do not be bad mannered to wrong numbers, always accept the
apology. Transfer the call to the correct extension if you can.
– Listen to the caller and let them know you are listening.
– If taking a message, include your name, the callers name, date, time
and subject.
– If cut-off, wait for the original caller to call back.
– Know what you want to say, avoid rambling. If necessary prepare
key point notes before the call.
– If you get a wrong number, always apologize, it is not the other
person's fault.
– If cut-off, callback as soon as possible.
– If the extension diverts to Voice Mail, leave a message. Do not hold
for the operator unless urgent.
38GDE00001SAC - Issue 4 (January 1999)
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