proper receptionist etiquette?

Question

this is my first receptionsit job, and i was wonder what are the polite and correct ways to say these things.
1.) how do i tell a customer that the person they are looking for is busy (like, on the phone or they just don't want to speak to the customer - but i won't say that!), and that i can transfer them to their voicemail
2.) that the person is not in today, and that i can transfer them to their voicemail
3.) the person is on another phone call, and i can tranfer to voicemail
or any other situations that might arise?
please teach me proper receptionsit etiquette!
thank you!

Answer 1

When the person is out of the office, it is polite to say
"Mr. Smith is out of the office today, may I connect you to his voice mail?"
This helps so the person will not be expecting a return call all day when it isn't coming.
The other scenarios can all be handled the same way:
"Mr. Smith is not available at the moment. May I connect you to his voice mail?"
No explanation necessary.

PS, do not cut a person off when they are speaking, and never just connect them without saying anything. You ask if they want to be connected, they say yes, then you say "Sure, I'll connect you right now" That gives them the opportunity to say "thank you" and then you say, "you're welcome, have a nice day."
I work on the phone all day and it is annoying when someone just cuts me off while I am speaking and it is rude when I say yes, I would like voice mail, and the person doesn't say another word.

Answer 2

Some people prefer that the receptionist does NOT say where they are (in the office, out of the office, in meetings). It leaves them the option of dodging less important calls if necessary. Thus, you might want to go with a neutral answer that doesn't disclose the person's whereabouts.

Also, sometimes the caller wants to talk to a live body. If the person has an assistant, you can offer the caller with the option of speaking to him/her or leave a voicemail.

And ALWAYS thank a caller for holding and/or apologize for the delay.

"Thank you for your patience. I'm sorry there is no answer on Ms. Hilton's line, and she hasn't answered a page. Would you like to leave a voicemail or speak to her assistant, Nicole?"

Remember -- tone is EVERYTHING. You should never sound impatient, and you should respond to rude people with overkills politeness. You are the company's face to the public, and the impression you leave will be remembered. Do not discount how important a part to the company's marketing you are. Happy customers buy more stuff. YOU can make a huge difference in how happy a customer is.

Answer 3

the adaptation is who you're - on your beginning assertion - you're a receptionist - next sentence you're a telemarketer for volunteers being in client provider for over a decade - a grin could be heard on your voice I even have additionally been a telemarketer and your 'exhilaration' on the telephone could be contagious different than - once you interrupt me - um - no thank you - bye - so my telephone is off suited now - LOL all the terrific oooops - you're calling for the region - my undesirable the place I paintings now - we had an 8 hours client provider course at orientation - and we've a 4 hour refresher each 3 hundred and sixty 5 days - I paintings for the sheriff of a 7 star company - one in each of only 3 interior the country - there are none greater (great accreditation!) some persons are actually not cut back out for reception - or the 1st voice you pay attention - or perhaps my pastime - whilst i will't supply the respond they want or think of they deserve (being suited sux) the telephone is slammed down in my ear via fact they are mad and my ears are useful - I actually have a masters in song what's humorous - that mosquito pitch ring that only young ones are meant to have the capacity to pay attention - - - me over 50 - i will - and advised an adolescent her telephone replaced into ringing - - she stated - what telephone? I stated left pocket - - oh - you heard that? DOH -

Answer 4

I'm so terribly sorry but Mr. Jones is unavailable at this moment. Could I transfer you to his voice mail - or would you prefer I take a message?

Yes, Ms.Smith. I can put you on hold, but I cannot say how long he will be unavailable. Would you like me to check back with you in a moment or two and then I could either transfer you to his voice mail or take a message?

This is an emergency? Of course, Ms. Smith. Please let me put you on hold while I slip a note to Mr. Jones..... I'm sorry, Ms. Smith. Mr. Jones' door is closed which indicates I am not to interrupt him. Could I transfer you to his voice mail or would you prefer me to take a message?

Answer 5

Some people do get frustrated if you keep asking them if they want to go to voicemail. If the person they are looking for is on the phone, you could always ask if they wish to hold and check up on the caller every minute.

Answer 6

You basically have it covered sweetie but for
#1-Say something like "Im sorry *insert name* is unavailable at the moment, but I can transfer you to their voice mail.

#2 and 3-basically the same things

It is just important to keep a professional demeanor and have a warm, friendly sounding voice and you should be fine:)

Good luck with your new job.

Answer 7

people prefer if you ask if they would like to hold to wait for them or if u can take a message or transfer them to voicemail. some people like when u take a message bc then they know that the person will get back to them quicker.
always be polite and say may I ask what this isin reference to if your screening someones calls. always say please, thank you and your welcome. be positive and have energy.

Answer 8

I agree with Terri that you should give the caller the chance to say 'thank you', and you should then say 'you're welcome'.
I always get cut off when I am trying to say 'thanks' and it is so rude and irritating.

Answer 9

You simply say,"Miss/Mr. Jones isn't in the office at the moment,but I'll transfer you to his/her voicemail. Please hold for transfer".