The Phone Message Template should be used to record the date and time of the call, the number where the party can be reached, and the subject of (or reason for) the call. When taking a message, get the complete name of the person and the company he/she represents and note it on the SL1055-1 PHONE MESSAGE. It is good practice and common courtesy to ask the caller to spell his/her first and last name for you. Promptly give the message directly to the employee; if the employee is away from his/her desk, place the message in the employee’s message box. Any message for an employee where the caller indicated or advised that the call was urgent should be immediately given to the employee upon their return.
Keep in mind, a professional, courteous, and considerate phone manner is the first service we owe anyone. For a sales or service organization, it’s an integral part of doing business, but can be easily overlooked. Bad phone etiquette can cost us business and in today’s competitive environment, it could spell the difference between winning and losing.