For fresh graduates, especially girls, when looking for jobs, they always tend to choose secretarial office jobs. The following are the principles and basic requirements for secretaries to answer and make calls. Welcome to read!
1. Standardize the correct expression
The secretary's telephone language expression should reflect good professional norms, the secretary's working language should be Mandarin, and the professional tone and standardized language should always be maintained when answering the phone, which is the first basic skill of the secretary. In addition, because telephone conversation is not like oral conversation, it can be expressed by body language other than voice, so the language should be standardized. At the same time, the telephone conversation sometimes makes the voice blurred and distorted because of the distance problem or line interference, which requires that the correct expression should be paid attention to before answering the phone.
2. Polite and enthusiastic, with clear and gentle tone
As the saying goes, words must be done, and voices can better reflect people's true feelings. The secretary should use human voice in telephone conversation, and strive to make the other party receive both verbal information and emotional information. Some people compare the telephone to an uninvited guest, who often barges in regardless of whether the other party is welcome or not. For a secretary, the mood may be very bad at some point. At this time, the secretary is required to answer the phone warmly, gently and not stiffly, so as not to make the other party feel uncomfortable.
terse
The telephone language of enterprises is different from that of people in daily life. Telephone communication is very sensitive to time. A secretary must have a strong sense of time, make a long story short, stick to the subject, and don't say anything irrelevant to the subject. At the same time, simplicity does not mean that you must talk less. In the process of expressing information, we must be comprehensive and accurate, not a little knowledge.
keep a secret
Telephone secrecy is an important part of enterprise information secrecy. Secretarial staff must pay attention to confidentiality when answering the phone. Generally, don't talk about secret things on the ordinary phone, and don't tell irrelevant people about the contents of the phone. If the other party asks confidential matters on the phone, the secretary can politely refuse or ask the leader according to the situation.
notice the time
This is mainly aimed at when making a phone call, we should consider whether it is convenient for the other party to answer the phone at this time, and pay attention to the differences in time difference and working hours in different places and countries. It is best to avoid the time when the other party is close to work. Because when you call at this time, the other party is often anxious to get off work, and it is likely that you will not get a satisfactory answer. Try to call the other unit for business calls. If you really need to call the other person, avoid the other person's meal and rest time and be with your family.
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