A COURTEOUS STENOGRAPHER PA/PS

If you answered 'Yes" to 10 or above of the questions, " Congratulation' your performance is appreciable. If you answered 'Yes 7 to 9 times, it is time to convene a meeting to sort our problems and find ways & means to improve your behaviour. And if you answered 'Yes" less than 7 times, a training course is needed to build skills in handling a telephone for more effeiciently.


HELPING TWO PERSONS IN COURTEOUS COMMUNICATION

 

Everyone who calls your office judges your efficiency and quality of your operation on the basis of the reception, he/she gets on the phone. You really want to know what impression he/she gets when he/she rings your office? Answer the following question to determine:

 

• Do you attend/answer within two rings?                                                   Yes/No
• Do you give your name, or unit name while answering  ?                          Yes/No
• Do you speak slowly and clearly in a friendly tone of voice?                   Yes/No
• Do u listen attentively a caller?                                                                  Yes/No
• Do you politely or courteously ask the callers name and his purpose.     Yes/No
• Do you tell the caller whether the intended information can be                 Yes/No
• answered or he/she shall contact other concerned agency/person,
• because the required information is not available with you?      
• Do you reuest the caller to wait/hold till the boss is available to talk        Yes/No
• Do you check after every 5-10 seconds that the caller is online                Yes/No
• Do you thank/regret caller for holding and tell him when he/she
• is putting the call through?
• When a caller cannot be connected, do you fill a message slip
• getting information for boss record?
• Do you keep a record of all incoming and outgoing telephone calls?