Telephone techniques
- 1. Answer Promptly and Identify Yourself Whether you an answering an outside line or an internal call, answer your phone within two or three rings. Always use a greeting when answering the phone. Identify yourself and your company (if answering an outside line) in a polite, cheerful voice. This helps make a good first impression: the caller knows to whom he is speaking, and feels welcomed by your greeting. Example: "Good afternoon. You have reached Dr. Smith's office. This is Tiffany speaking." Directing Calls
- 2. If the person the caller is trying to reach is not available, give a short explanation in a pleasant voice. Ask the caller if he would like to leave a message, and then either take the message or transfer the call to voicemail. Example: "I'm sorry, he is in a meeting right now. Would you like to leave a message?"