Tips for answering the phone in workplace etiquette. Telephone is recognized as a convenient communication tool by modern people. Communicating and communicating by telephone is a necessary process and an essential step. Here are some tips for answering the phone in workplace etiquette.
Workplace etiquette 1 Tips for answering the phone When you call someone, you should adjust your thinking. Then, when your phone rings, you should concentrate as soon as possible and temporarily put down what you are doing so that your brain can clearly handle the information or business brought by the phone. Of course, the above process should be completed immediately. If you let the phone ring for too long, the other party will hang up and you will lose the opportunity to get information or business.
Here are some tips that you can refer to and learn from when answering the phone:
1, recorded at any time.
Keep a pen and paper handy and write down what you hear at any time. If you are not ready, you must ask the other person to repeat, which will make the other person feel that you are absent-minded and have not listened to him carefully.
Step 2 sign up for employment
As soon as you pick up the phone, you should clearly say your full name, and sometimes you need to say the name of your company. Similarly, once the other person says his name, you can call him by his first name from time to time in conversation.
Step 3 get down to business
When you answer the phone, don't procrastinate, but reply immediately. A good opening line may be: "What can I do for you?" When you feel that the other party is deliberately procrastinating, you should immediately say, "What a pity! I'm going to attend a meeting soon and I have to be there in five minutes. " This will prevent you from saying unnecessary trifles and speed up the business conversation.
4. Avoid transferring calls to others.
Try to handle incoming calls yourself and transfer them to others as a last resort. At this time, you should explain the reason to the other party and ask for forgiveness. For example, you can say, "Mr. Brown will take care of it. Would you please ask him to talk to you? " Before you make such a decision, you should make sure that this place is willing to let you transfer the call to others. For example, you can say, "We will send someone to contact you about this matter soon."
5. Avoid the telephone suspension for too long.
If you have to stop the phone to check some information when you answer the phone, then act quickly. You can also politely say to the other person, "Would you like to wait for a while, or shall I call you back later?"
When you ask others to wait, you can press the wait key. If your phone doesn't have a wait button, please put the receiver gently on the table. If it takes longer than you expected, you can pick up the phone every once in a while to explain your progress. For example, you can say, "Mr. John, I have almost finished looking for it for you." Please wait a little longer. " When you finish your search and pick up the phone again, you can say "I'm sorry to have kept you waiting" to attract the attention of the other party.
It is acceptable for the person who answers the phone to politely ask the other person to wait for a moment when he needs to consult the information. If someone calls while you are on the phone, you can choose the right words to make the caller wait. Then he picked up another phone and said, "can you wait a moment?" I am answering the phone. " If the caller is just a trivial matter, you can immediately refuse, and then immediately transfer to the first call, this person will realize that you are busy and speed up the discussion in your.
Workplace etiquette 2 1 tips for answering the phone, the principle of "ring no more than three times"
After the phone rings, if you pick it up immediately, it will make the other party feel abrupt; It is inefficient to answer the phone after ringing more than three times, which will inevitably leave the caller with the first impression of poor management of the company, and at the same time make the other party impatient and anxious. If you can't answer the phone in time due to objective reasons, if the phone is not with you, or you can't leave for a while, you should apologize to the other party after answering the phone and make an appropriate explanation, such as "I'm sorry to have kept you waiting".
If you answer the phone at home, it is not necessarily as timely as in the office, but answering it as soon as possible is a respect for the other party and a basic courtesy of a person. If the bell rings more than five times, apologize to the other party. Although old friends don't have to apologize formally, they should also explain the reasons for the delay to each other.
Step 2 standardize greetings
In the workplace, when you answer the phone, you should say hello first and then report yourself. Foreign reception should quote the name of the unit, if you answer the phone, you should quote the name of the department.
Self-reporting is to let the other party know if there is a wrong number, and you can save your breath in case of a wrong number. Standardized telephone calls not only show respect for each other, but also show the efficient and strict management of the unit.
There are many choices to answer the phone at home. The standard one can be: "Hello!" "Greet each other. Of course, answering the phone at home is different from answering the phone at work. At home, the key is to make the other person feel friendly, which is mainly reflected by the tone and tone of the person who answers the phone. Too standard telephone calls will make people feel that "business is business" is cold.
For example, the basic skills of telephone opening "Hello, I'm XX, I'm Xiao Xue, and I'm glad to serve you. [If there is no answer for two seconds] What can I do for you? " ;
Ask the relevant personnel, "Please wait a moment". If the caller can't answer the phone within 5 seconds, you must explain "Hello, XX will come soon" and "Hello, XX is in XX, please wait a moment".
What to do when the person you are looking for is not available or can't answer the phone. It should be noted here that before asking the other person's name, tell him that the person you are looking for is not in.
For example, I can't answer the phone on the spot. "Hello, XX is in XX. Is it convenient for him to call you later? " [Yes/No] "Ok, I recorded it".
The client is not here. "Hello, XX[ person ]XXXXX, can I ask him to call you back when he comes?" [Yes/No] "Okay, I recorded it."
Taboos: "He is not in", "Wrong number", "No such person" and "I don't know".
3. Be polite when answering the wrong phone.
When answering the wrong phone, it is easy for people to ignore politeness and even behave rudely, because people think that answering the wrong phone has nothing to do with them. But in fact, not all wrong calls must have nothing to do with themselves. Sometimes, the other person is just someone who has an important relationship with himself. So when you answer the phone, you'd better be polite and keep a good attitude.
4. Learn to record and quote each other's names.
When answering the phone, repeat the conversation of the other party if necessary, and briefly record important contents, such as time, place, contact matters, problems to be solved, etc. People who work in offices should consciously train their listening skills.
If the other party is an old customer who often calls and can recognize his or her voice as soon as he or she opens his or her mouth, then you can say hello with an appropriate title: "Hello, Manager Wang." This will leave the other party with a feeling of special attention and enhance the other party's good impression on you.
5. Hang up after the other party hangs up.
After the telephone conversation, try to get the other person to end the conversation. When you say goodbye to the other person, don't forget to say goodbye, too, until the other person hangs up. It's best not to hang up as soon as you hear the other person say "goodbye", especially before you have time to say "goodbye". If you really need to end it yourself, you should explain and apologize. After the call, wait for the other party to put down the phone, and then gently put down the phone to show respect.
Be careful when you hang up, don't let the other party hear a loud pause.
Start from the dribs and drabs of daily life, form good habits, and don't care about details, because details determine success or failure.
Workplace etiquette 3 tips for answering the phone 1. Answer the phone in time
If the telephone rings, you should lower your head to answer it at once. If you don't answer the phone in time, it will reflect a person's sloppy attitude. Answer the phone in person, and don't let others answer it for you easily, especially children.
When answering the phone, we advocate that the bell should not ring three times: it is most appropriate to answer the phone within three times. It will be a long time before the bell comes late. Don't pick up the receiver after the bell rings once. This will surprise the caller. If the bell rings for a long time for any special reason, you should explain the situation to the other party and apologize when talking to Liu Fang.
Under normal circumstances, it is not allowed to miss the call, especially the scheduled call. Just like knocking at the door. If you open the door just after the first knock, it will surprise the other person and you will think that you are busy waiting for someone to knock. If you knock on the door, many provinces don't respond, and it will be considered that no one is there, or they don't want to pay attention.
Second, mutual confirmation.
Under normal circumstances, the other party will take the initiative to introduce themselves after calling. If the other party doesn't introduce himself on the phone or you don't hear clearly, take the initiative to ask; May I ask who you are? what can I do for you? Who are you looking for? But people are used to asking each other after picking up the telephone receiver: hello: this makes the other party feel embarrassed and alienated, lacking human touch. Pick up the phone. After picking up the receiver, first introduce yourself:: Hello, I'm XXX.
Third, the handling of unconventional calls.
If you receive a wrong call, don't get angry and don't hurt others. The correct way is to briefly explain the situation to the other party and then hang up. Sometimes when you pick up the phone and say hello, the other party can't hear you. At this time, you must not indiscriminately think that it is a malicious harassment of the phone and break into the house. Because this situation is probably caused by telephone line problems. So that you can't hear each other's voice, but the other party can hear it. If the other party is your client or superior, what will happen if you curse at this end? If the other person is malicious harassment, you should criticize the other person briefly and severely. There is no need for verbosity, let alone swearing; If the problem is serious, consider calling the police.
Fourth, prioritize.
1. Pay attention to answering the phone, talking to others, reading files and watching TV while listening to the phone. It is impolite to eat.
2. If you receive a phone call during a VIP meeting or conference, you can apologetically explain why you can't talk immediately and promise to contact you later.
If another call comes in while answering the phone, don't ignore it, because it is probably urgent. You can ask the caller to wait for a while, explain the reason, and then answer another call immediately. After asking about the situation, visit the other party and wait, or call back later before continuing to talk to the former.
4, you can't just dial the phone line because the picture is clean.
Fifth, standardize answering the phone.
When answering the phone for someone else. If you want to know the order of speaking, you should first tell the other person the origin politely, and then you can ask who the other person is and what he does, but don't ask the other person what is the relationship with the person you are looking for.
1, respect the privacy of others. When answering the phone, don't shout to the person Liu Fang is looking for from a distance. Don't eavesdrop on other people's phone calls, let alone interrupt. Don't spread what the other party wants you to convey at will.
2. Key points of accurate memory: If the person the other party is looking for is not here, you should first ask the other party if it is necessary to transfer it. If the other party wishes to do so, it should do so. It is best to write down the specific content that the other party asks to convey, such as the other party's name, company, telephone number, talking points, etc., so as not to forget it afterwards. After the other party has finished speaking, check it again to avoid unnecessary omissions.
3. Communicate the content in time. When you answer the phone, you must first find out who the other party is looking for. If the other person doesn't want to ask who you are, don't force it. If the person you are looking for is not here, tell the truth and ask the other person what else? The two are irreversible. After that, we should convey what the other party wants to convey in place at the first time. For whatever reason, you can't ask others to tell you what you have passed down from generation to generation.
Step 6 record phone calls
1, message production should be standardized. Messages generally include the following items: greetings, owner's name and company, apology, reasons for leaving messages, requirements for callers, farewell, etc.
2. If it is not necessary, use the answering machine as little as possible and handle the incoming calls on the answering machine in time.
Etiquette skills of answering the phone in the workplace
Telephone conversation is the most common way of communication in modern society. It uses modern communication tools such as telephone to communicate quickly and conveniently. Although it is not a face-to-face conversation, it can make people get information quickly and communicate in time.
In official activities, exchanging information, communicating information, negotiating questions and answering matters by telephone is one of the most common working methods. Conversation includes making a phone call and answering the phone. Whether using a regular phone or
Mobile phones must abide by certain etiquette norms.
Learning to speak can establish a good telephone image. If you don't know how to use the telephone and master the skills and etiquette norms, it will affect the development of official activities and even damage the image of government agencies and units.
how can I make a phone call?
Who won't call? Maybe you will ask such a question. Calling is indeed the most common way of communication. However, we still need to pay attention to some problems in order to correctly master the method of making phone calls.
Time selection. Business calls should generally be made during office hours, not after work, and not in the middle of the night, early morning and during lunch breaks, meals and public holidays, unless there is something particularly urgent. When making an international call, pay attention to the time difference and don't disturb others' dreams. To master the time of the call, it should not be too long in general, and it is best not to exceed five minutes. If you want to talk for a long time, you'd better talk face to face. If you can only chat, be sure to ask the other person if it is convenient, otherwise you must make an appointment to contact.
Express appropriately. The expression of address should conform to etiquette norms, not high-profile and shocking; The tone is humble, warm, gentle, cordial and natural. Speaking at a moderate speed, it is easy for people to hear clearly if they are too fast, resulting in a feeling of rushing to deal with it; Slow, take a tune, also easy to cause people's disgust.
Behave appropriately. Be careful when you call, don't be impatient. When I can't get through, I will be impatient and even shake my mobile phone. After the call is connected, don't hang up until the bell rings six times to make sure the other party doesn't answer. Don't walk around with your mobile phone while talking; It is not appropriate to lie on your back, recline, lie on your back or lie prone on your desk. Don't eat, smoke, drink water, read newspapers and magazines, or even chat with people next to you when you are talking.
Pay attention to the environment. Pay attention to the surrounding environment when making a phone call. Don't use mobile phones in noisy streets and some public places. Avoid talking, laughing and coughing when talking on the phone in the office. If there is an emergency, you can clean up the call environment first and then dial the phone when it is quiet.
How to answer the phone?
Pay attention to the following etiquette when answering the phone:
Answer in time. When the phone rings, you should answer it in time, don't let it ring slowly. Usually pick up the phone after hearing the complete bell. When the phones ring at the same time, you should pick up one first, ask the other party if they mind taking another call, and ask for permission before taking another call. Don't answer two phones at the same time.
Civilized response. When you answer the phone, you should answer any questions and answer them according to the questions. When the bell rings, you should pick up the phone to greet each other and announce yourself:
Hello! This is (work) or hello! I am, or ask each other: hello! Who are you looking for? If the person you are looking for is not here, you'd better tell the other person the reason or contact information. Generally speaking, it is not appropriate to ask who you are, who you are looking for and what's the matter. When talking with the other party, try to answer every question, but don't answer irrelevant questions, ramble and talk in Kan Kan. When the conversation is over, say goodbye immediately. Say goodbye.
Make a good record. Business calls usually require recording. Usually, you should prepare the phone records, phone book or recording pen and paper. Don't put down the receiver after the phone call, and then look for a pen and paper. When you can't hear clearly, you can ask the other party to repeat it, especially for some important contents and the time, place and quantity involved, it is best to check it to avoid mistakes.
Answer some special calls. Don't scold the wrong person, accept an apology and say nothing and hang up. Learn to say no to some embarrassing phone calls, try to get rid of each other's entanglement, and politely and resolutely refuse each other's demands. For some riddles, such as who I am and what I am doing, you can answer them with the words "Don't let me guess riddles, I'm busy, I'm in a hurry".
Importance of workplace etiquette
First, workplace etiquette is a code of conduct that puts morality first.
Workplace etiquette is different from law. Although there are rules on what to do and what not to do, as a moral norm, there is no absolute punishment system for it. If we don't do well, we will be cast aside at most, so the only person who can regulate moral behavior is ourselves.
Second, the direct purpose of workplace etiquette is to show respect for others.
Everyone has a high spiritual need to be respected. When we follow the requirements of workplace etiquette in the process of workplace communication, people will be respected and satisfied, so as to get pleasure and achieve harmony between people. It also enhances your communication with others and lays a solid foundation for you to establish contacts.
Third, the fundamental purpose of etiquette is to maintain the normal life order of society.
Such as littering, spitting, crossing the road and other uncivilized behaviors need to be regulated by morality. If it is restricted by law, how many police forces do we need to supervise and punish?
Four, etiquette requires all members to abide by * * *.
The workplace is a big family, and no one can exist completely out of the workplace. At the same time, the workplace is not made up of some people. The establishment of workplace ethics and etiquette requires the joint efforts of all employees.
5. Etiquette requirements should be observed in interpersonal communication and social activities.
This is its scope, beyond which the norms of workplace etiquette may not apply. It is impolite to wear slippers in public, but it is normal to wear slippers at home. It is in the process of interpersonal communication that etiquette can be embodied.