Instant Messaging and Ways of Answering a Business Call Presentation I need a introduction and conclusion part of this presentationPlease write some conten

Instant Messaging and Ways of Answering a Business Call Presentation I need a introduction and conclusion part of this presentationPlease write some content so that I present 1.5-2 mins Introduction (sarah)
● In today’s business world there are many ways to communicate.
● Instant messaging and email is great, but sometimes a call is the easiest/ most efficient
way to relay information
● Today we will discuss the etiquette of how to answer, what to do during, and how to end
a business call
First Main Point(Gina)
● What to do/not do in the beginning of a call
● How to answer a business call
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When it is appropriate to answer a business call
■ Do not ever use your cell phone while driving, unless you have a hands
free option like bluetooth and the call must be answered
■ Places not to use a cell phone
● Library
● Theater
● Church
● At the dining table at a restaurant
■ Be courteous to those you are with; turn off your phone if it will be
interrupting a conversation or activity
■ If you are in the middle of a face-to-face conversation, do not take a call
● If it is important and you must answer, ask for permission first
■ Don’t text or use your cell phone while at work or in class
When to let it ring
■ 1 ring is a surprise
■ 3 rings is too long, can concern a caller
■ 2 rings is ideal
Answering the call
■ Make sure you’re done eating, drinking, and talking to others before
answering a call
● Doing any of these things when you answer will come off as rude,
and the caller will be under the impression that you are
uninterested in speaking with them
■ Smile before you answer
●
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Smiling affects the sound of your voice, giving it a more pleasant
and friendly tone
■ Answer with a positive greeting such as “hello”, “good morning”, or “good
afternoon”
■ Speak clearly
Cell phone
■ Same guidelines as above
■ If it must be on and it could bother others, use the “silent” mode and move
away to answer and talk
■ Make sure your surroundings aren’t too loud where you won’t be able to
hear the caller.
■ Walk to somewhere quieter, away from people to answer and talk. You
should be at least 10 feet away from the nearest person
Second Main point (sarah)
● What to do/not do during the call
○ Once you have successfully answered the business call it is always important to
start by introducing yourself and to state why you are calling
■ Even if they see your name on caller ID it is polite
■ The person also might recognize your name but might not remember why
you are calling
○ Do not multitask while on a business call, the other end of the line will notice
when you are not paying attention
■ Ask follow up questions to show that you are interested
○ If you need to step away from the phone for a minute it is Ok to put someone on
hold but do not leave someone on hold for too long. Sometimes it might be better
to hang up and call the person back
○ Never use slang or swear words
○ Do not argue with a caller
○ If you need to transfer someone always tell them before doing so
○ Remember business calls are usually made because there is a lot of information
to portray in a short amount of time. It is good to be polite and friendly, but it is
also important to be respectful of the other person’s time.
Third main point
● Ending the call
○ That leads to our next point of ending the call
○ Always give a positive closer before hanging up the phone such as “thank you for
calling” or “Have a good day”
○
If they don’t answer leave a message that is short and sweet
Conclusion
https://emilypost.com/advice/top-ten-cell-phone-manners/
http://www.hosa.org/node/286
These sites have some good tips for cell phone etiquette that may be good for our second main
point
https://www.mitel.com/en-us/articles/phone-etiquette-business-calls
This site has tips on business call etiquette

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