3 Steps to Taking Messages Like a Pro
Taking messages correctly and effectively is an important skill for an English learner who wants to work in today’s global economy. The way you handle phone calls tells a lot about your communication skills and professionalism. http://www.powerenglishcoach.com/english-for-telephoning/3-steps-to-taking-messages-like-a-pro http://www.powerenglishcoach.com/english-for-telephoning/3-steps-to-taking-messages-like-a-proPractice taking phone calls with this easy-to -follow script from The Telephone in Business and Daily Life.
When it comes to taking messages, I follow the “Three GET’s” Rule: GET the message, GET it right, then GET it to the right person!
“He’s not available right now,” I say, answering a colleague’s phone. Right away I offer: “I’d be glad to take a message for him.’ “Tell him Jim called,” says the caller. Jim who? “May I have your last name, please?” “Matuschechek.” Better safe than sorry. Why don’t I ask him to spell it? “Could you spell that?” And it doesn’t hurt to double-check. “Let me read that back to you. M – A – T – U – S – C – H – E – C – H – E – K.”
Now I need to find out what company he is with. “And who are you with, Jim?” And his phone number. “At what number can he reach you?” Then I double-check to avoid mistakes. “That’s 222 – 555 – 0000…”
I don’t recognize the area code, so I ask, “What city is that in?” Could that be in a different time zone? “What time is it there?”
Now – the message. “And what’s the message?” And a convenient time to call him back. “When’s the best time to call you?”
That should be all. “Thank you. I’ll make sure he gets the message.” Okay, what’s next? … Oh yes, get it to the right person! 🙂
© 2011 Natasha Cooper
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