Explain the purpose of correctly receiving, checking and sorting mail and packages (both incoming and outgoing).
1. Complete the table below with descriptions of at least two different features of a telephone system and how / when they would be used.
Feature
How / when used
1.
Conference calls
This function allow us to have a conversation with more then one person. This would be use when managers want to talk about important subject with other brunches.
2.
Transfer
This function allow to transfer caller to another department. It can be used when we the caller want to speak with the manager or person from different department.
2. Prepare a brief report advising people on:
How to follow organisational procedures when making and receiving telephone calls
The purpose of giving a positive image of yourself and your organisation when making and receiving telephone calls.
If possible, use specific information from procedures in your own organisation (or one that you are familiar with).
Almost every business have procedures how to answer or receive telephone calls. When the person is answering the phone is automatically responsible for positive or negative reputation of the business, that's why is very to follow those procedures promptly to achieve a professional standards.
Answering a call from my customer I always answering after one or two rings, I have pen and paper ready just in case I need to make a note or take a message. Then I politely greeting a caller giving my name and company, then asking how can I help, if the call is not for me I am taking message, writing the caller name and message. I always ending the conversation with a summary just in case I understand correctly every part of the conversation, then politely thanks for call with good bye and hang up.
Giving positive image is also important, because this depends weather customer will stay or go somewhere else.
We can create a positive image if we will deal with callers efficiently, which means we have to know exactly what we are doing and how to use phone system.
Feature
How / when used
1.
Conference calls
This function allow us to have a conversation with more then one person. This would be use when managers want to talk about important subject with other brunches.
2.
Transfer
This function allow to transfer caller to another department. It can be used when we the caller want to speak with the manager or person from different department.
2. Prepare a brief report advising people on:
How to follow organisational procedures when making and receiving telephone calls
The purpose of giving a positive image of yourself and your organisation when making and receiving telephone calls.
If possible, use specific information from procedures in your own organisation (or one that you are familiar with).
Almost every business have procedures how to answer or receive telephone calls. When the person is answering the phone is automatically responsible for positive or negative reputation of the business, that's why is very to follow those procedures promptly to achieve a professional standards.
Answering a call from my customer I always answering after one or two rings, I have pen and paper ready just in case I need to make a note or take a message. Then I politely greeting a caller giving my name and company, then asking how can I help, if the call is not for me I am taking message, writing the caller name and message. I always ending the conversation with a summary just in case I understand correctly every part of the conversation, then politely thanks for call with good bye and hang up.
Giving positive image is also important, because this depends weather customer will stay or go somewhere else.
We can create a positive image if we will deal with callers efficiently, which means we have to know exactly what we are doing and how to use phone system.