Phone Etiquette

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Phone Etiquette
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• You never get a second chance to make a first
  impression

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Before Calling Your Mentor

• Discontinue all other conversations
• Get rid of any gum that you may have in your
  mouth
• Have a piece of paper and a writing utensil at
  hand
• Find a quiet place to make the call
• Remove yourself from the computer

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Calling

• When the phone is answered greet the other person
  with good afternoon or whatever is appropriate,
  your name and who you are trying to reach
• Speak in a clear and distinct voice
• Regardless of your mood speak in a good tone of
  voice...no pouting
• Smile while talking, it shows even over the phone

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While Talking

• Watch your voice volume...some of you are really
  loud
• Keep the phone about 1 inch from your mouth
• Speak clearly and slowly (annunciate your words)
• Take notes on anything that may be important.
  Even if you think it isnt important it may be
  write it down

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Being Transferred

• If you get transferred to the person you are
  trying to reach be sure to do the following
• Keep your attention on the phone call. Do not
  get distracted
• Be ready with what you want to say when they
  answer
• When they answer start with a greeting and
  introduce yourself every time you speak with a
  new person

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Ending a Conversation

• Be sure to make your call short and sweet
• No off topic conversations. Your mentor is very
  busy
• Make sure you have taken any notes you may need
• Ask the person If I need to contact you again,
  what is the best way to reach you during the
  day?

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• Be ready to write this down
• If they say by phone ask them if there is a
  direct number at which they can be reached
• Write the number down
• If they say by e mail, confirm their e mail
  address

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• When finished thank them for taking the time to
  talk with you and end the conversation with a
  professional Good bye
• Wait until the other person hangs up
• This shows that you were not anxious to get off
  the phone too quickly

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Other Notes

• Do not get angry with someone over the phone
• Ask the questions clearly and directly
• Do not waste time
• Do not use a cell phone (coverage issues)
• Be polite to secretaries and operators...they
  control a lot more than you think
• Thank everyone you speak to before ending a
  conversation

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• Remain professional at all times
• Be polite
• ALWAYS HAVE NOTE TAKING MATERIALS WITH YOU

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• You never know who will one day be your boss or
  coworker!!!
• This may turn into a job after graduation!!!