{"id":2838,"date":"2023-03-14T20:01:58","date_gmt":"2023-03-14T20:01:58","guid":{"rendered":"https:\/\/zoevoip.com\/cm\/?p=2838"},"modified":"2023-03-14T21:35:15","modified_gmt":"2023-03-14T21:35:15","slug":"tips-tricks-for-telephone-protocol","status":"publish","type":"post","link":"https:\/\/zoevoip.com\/cm\/help\/tips-tricks-for-telephone-protocol\/","title":{"rendered":"Tips & Tricks for Telephone Protocol"},"content":{"rendered":"

Here are some basic rules of telephone protocol:<\/strong><\/p>\n

Speak directly into the mouthpiece of the phone or a headset while talking.
\nDo not eat or chew gum while talking on the telephone.
\nDo not cover the phone with your hand or put it against your chest to avoid the caller hearing you. Chances are, they will still be able to comprehend what you are saying.
\nIf you are interrupted or must talk to somebody else in your workplace while you are on the phone, simply ask the caller if they can hold and press the HOLD button.
\nDo not place the handset in the cradle until you've pressed the HOLD button.
\nDo not lay the receiver on the desk without placing the caller on hold. The caller will hear everything being discussed in your office.
\nAlways be courteous.<\/p>\n

When answering the telephone:<\/strong><\/p>\n

Always try to answer your own telephone whenever possible.
\nAlways practice answering your telephone within 2-3 rings.
\nTo greet the caller:<\/p>\n

In larger organizations: \"Thank you for calling (dept. name). How may I direct your call?\"
\nIn smaller organizations: \"Thank you for calling (dept. name). May I help you?\"
\nIn departments: \"(dept. name), Mary Smith,\" or \"Mary Smith, may I help you?\"
\nIt is unnecessary to use \"good morning\" or \"good afternoon\" when greeting the caller. Use the right tone and avoid mistakes.<\/p>\n

When placing a caller on hold:<\/strong><\/p>\n

Remember to ask your caller \"Do you mind holding?\" or \"May I put you on hold?\" before doing so.
\nAfter placing your caller on hold, check back periodically (between 30-45 seconds). Give them the option to continue to hold if it will take longer to find information or offer to call them back.
\nWhen returning to your caller, remember to thank them for waiting.
\nIf your caller cannot hold, offer to take a message, transfer to another party, or arrange for them to return the call at a specific time.
\nIf you are not in a position to ask your caller to hold, tell the caller, \"Please Hold\" before depressing the hold button. When placing multiple calls on hold, remember to return to the first caller you placed on hold first.<\/p>\n

When you are transferring a phone call:<\/strong><\/p>\n

Make sure to explain to the caller the reason why you are transferring their call.
\nVerify that it is all right with the caller for you to transfer them.
\nCall the department or person where you are transferring the call and make sure that they can take the call.
\nIf they are able to take the call, give them the person's name, request, and any other relevant information.
\nReturn to your caller and give them the name of the person they are being transferred to, the department, and the telephone number (if possible).
\nWhen you're not sure to whom a call should be transferred, take the caller's name and telephone number and find out where the call needs to be transferred. Also, give the caller your name and phone number as a reference in case the appropriate party does not contact them.<\/p>\n

Screening telephone calls:<\/strong><\/p>\n

It is not recommended to screen calls if you want to enhance or encourage good public relations. You should always lean towards not screening calls if at all possible. \"Yes, he's in. May I tell him who's calling, please?\" is an example of an appropriate response when you are not screening calls.<\/p>\n

Audio Missing:<\/strong><\/p>\n

If you don\u2019t get a response from the other party (either the call dropped, the call quality dropped or the other party hung up), a single polite \u201care you still there\u201d is enough. After waiting for 3 to 5 seconds, kindly ask the other party to call back if they can hear you. If you cannot hear the other party, ask once, then hang up. The caller should try again from better reception or to a different line. If the call cannot be completed, you can also consider sending a text message to apologize and reschedule the call.<\/p>\n","protected":false},"excerpt":{"rendered":"

Here are some basic rules of telephone protocol: Speak directly into the mouthpiece of the phone or a headset while talking. Do not eat or chew gum while talking on the telephone. Do not cover the phone with your hand or put it against your chest to avoid the caller hearing you. Chances are, they will still be able to Continue Reading<\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":[],"categories":[2],"tags":[],"yoast_head":"\nTips & Tricks for Telephone Protocol - Hosted and Sip Truck Voip Services<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/zoevoip.com\/cm\/help\/tips-tricks-for-telephone-protocol\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Tips & Tricks for Telephone Protocol - Hosted and Sip Truck Voip Services\" \/>\n<meta property=\"og:description\" content=\"Here are some basic rules of telephone protocol: Speak directly into the mouthpiece of the phone or a headset while talking. 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