Making Phone Calls Be prepared before you dial. If this is an information gathering call, have a script handy so that you will remember to cover all the information. Know the reason for your call and be ready to discuss it. Place your call during normal business hours. Your call will not be well received if you wait until five minutes before closing Be ready to leave a message with an assistant or receptionist, if the person you wish to talk with is unavailable Make your own calls. Asking your assistant to get a client on the phone implies to the client that your time is more valuable than theirs e Answer phone messages left for you within forty-eight hours, whenever possible. If ou are away for more than a day, it is courteous to your callers to so indicate in your message unless someone is taking your calls for you Answering Phone calls If you are the administrative assistant or receptionist who handles incoming calls for your company, you are the voice of the company. You are the first contact a person has with your business whether you are a one-person office or a large corporation. This is true for anyone who answers incoming calls, regardless of their position. You can make a good impression when speaking on the phone when you e Answer by the third or fourth ring. Identify yourself immediately Speak slowly, clearly, and with courtesy. Speak with a smile in your voice Use the callers name Have pen and paper handy to make notes or take a message. Minimize background noise End the call with a positive statement and an acknowledgment of the caller. Please hold There will be times when you will need to put callers on hold. Only put callers on hold for a few seconds. If the call is being transferred, make sure the other party picks up the phone in a reasonable amount of time. If they do not, pick up the call again, acknowledge the caller by name, and ask if they would like to continue to hold or if they would rather leave a message. If you must leave the line to answer a call-waiting call, make sure you leave the first caller on hold for only a few seconds, and acknowledge the caller by name when you return. 2 of 8page 2 of 8 Making Phone Calls  Be prepared before you dial. If this is an information gathering call, have a script handy so that you will remember to cover all the information.  Know the reason for your call and be ready to discuss it.  Place your call during normal business hours. Your call will not be well received if you wait until five minutes before closing.  Be ready to leave a message with an assistant or receptionist, if the person you wish to talk with is unavailable.  Make your own calls. Asking your assistant to get a client on the phone implies to the client that your time is more valuable than theirs.  Answer phone messages left for you within forty-eight hours, whenever possible. If you are away for more than a day, it is courteous to your callers to so indicate in your message unless someone is taking your calls for you. Answering Phone Calls If you are the administrative assistant or receptionist who handles incoming calls for your company, you are the voice of the company. You are the first contact a person has with your business whether you are a one-person office or a large corporation. This is true for anyone who answers incoming calls, regardless of their position. You can make a good impression when speaking on the phone when you  Answer by the third or fourth ring.  Identify yourself immediately.  Speak slowly, clearly, and with courtesy.  Speak with a smile in your voice.  Use the caller's name.  Have pen and paper handy to make notes or take a message.  Minimize background noise.  End the call with a positive statement and an acknowledgment of the caller. Please Hold There will be times when you will need to put callers on hold. Only put callers on hold for a few seconds. If the call is being transferred, make sure the other party picks up the phone in a reasonable amount of time. If they do not, pick up the call again, acknowledge the caller by name, and ask if they would like to continue to hold or if they would rather leave a message. If you must leave the line to answer a call-waiting call, make sure you leave the first caller on hold for only a few seconds, and acknowledge the caller by name when you return