By Shana Kennon Answer the Telephone Effectively When your telephone rings, answer quickly, between the first and second ring if possible, and definitely by the third ring. Answer the phone with a pleasant, friendly tone of voice. Handle Incoming Calls Appropriately 1. 2. 3. 4. 5. 6. Greet the caller. Give the name or department of your organization. Give your name. Ask how you can help the caller. Transfer the call when necessary. Close the call courteously Listen to your Customers Visualize the person. Listen politely to what they are saying. Listen to complaints. Do not interrupt. Respond with empathy Use Good Listening Skills Listen for facts. 2. Search for subtle meanings. 3. Be patient. 4. Do not evaluate. 5. Act on what the caller is saying. 1. Tips for Dealing with a Difficult Customer. 1. 2. 3. Do not become angry. Look for points of agreements with customer and focus on those. If customer continues to be abusive, ask the caller to call back when he or she can discuss the issue calmly. Tips for Telephone Success Be pleasant to the customer Respond calmly to an angry customer Ask tactful questions Use proper English Speak at proper volume and speed Points to Remember 1. 2. 3. Customers should be treated with dignity and respect whether the communication is by phone, in person, or online. Be sure to give customers explanations if they have a question. Provide options and alternatives when you can not give the customer exactly what they want. Works Cited Patsy Fulton-Calkins, P. (n.d.). Procedures & Theory For Administrative Professionals. In M. Karin M. Stulz. South-Western CENGAGE Learning.