List the supplies needed to be prepared to answer incoming telephone calls

RECEIVE AND PLACE INCOMING TELEPHONE CALLS Slide 1

1. Identify elements and facilities of the host enterprise telephone system Slide 2

Identify the types of incoming calls that may be received and their importance to the business Types of incoming calls include: � Enquiries � Calls from people for guests � Complaints � Messages � Contact with suppliers Slide 3

Aspects of incoming calls Internal and External Customers Handling complaints Be: • Helpful • Positive • Informed • Tactful • Polite [email protected] @@ ***!! Slide 4

Aspects of incoming calls Selling services and products Provide information Taking messages Slide 5

Identify the components of the telephone system Components of a Telephone system: � Landline versus Wireless � Paging System � Switchboard � Handsets and head sets � Vo. IP telephones Slide 6

Describe the functions and features available in the telephone system Features and functions of the system may include: � The facility to place calls on hold or transfer calls � To record messages Text transmission (Continued) � Slide 7

Describe the functions and features available in the telephone system � Notification of missed calls � Call diversion � Caller identification Slide 8

Class activity � Work in groups and: • Compare the telephone needs of a small hotel against a large hotel • List the features and components of the system most suited to each • Compare the standard greetings of a small hotel against a large hotel. Slide 9

2. Demonstrate appropriate telephone communication skills Slide 10

Interpret the enterprise policies and procedures for telephone use in regard to incoming calls Policies and procedures for telephone use can relate to: � Privacy � Threatening calls � Standard greetings � Security and confidentiality � Training Slide 11

Class activity � Create a list of rules for handling celebrity phone calls � Work in groups and discuss why privacy and confidentiality are protected � Write up your results to compare them with other groups Slide 12

Explain the importance of first impressions in relation to telephone answering and the reputation of the business The first impression you give is important: � Your voice projects the establishment � Tone and pitch must convey type and style of establishment � Tone and language influence first impression and reflect on establishment reputation Slide 13

Explain the importance of first impressions in relation to telephone answering and the reputation of the business Class activity � Write a standard greeting and present it to your class � Is it giving a good first impression? � Does it reflect an image? Slide 14

Differentiate between face-to-face and overthe-phone communications Face to face Telephone Body language Impact of voice Visual actions matching nonverbal Pitch and tone Visual aides used Volume Written communication Questioning Listening Slide 15

Use the appropriate telephone communication skills All calls should be responded to: � In a professional manner � Answered promptly � Answered politely (Continued) Slide 16

Use the appropriate telephone communication skills � Assistance offered in a friendly manner � Questions asked politely to establish the purpose of the call Slide 17

Use appropriate telephone techniques. Telephone techniques must display professionalism and provide excellent service: � Clarify caller requirements � Repeat names, dates and times � Check spelling Slide 18

Class activity � Check the pronunciation of the following names � Use the Phonetic alphabet to clarify: • Tony Tan Keng Yam • Liu Shaoqi • Zakir Hussain • Sao Shwe Thaik • Surawit Khonsomboon • Salvador Laurel • Lim Goh Tong • Halim Saad Slide 19

Describe acceptable telephone etiquette Acceptable telephone technique includes: � Answer the call within three rings � Speak clearly and slowly � Be courteous, civil and respectful � Use appropriate opening phrase (Continued) Slide 20

Describe acceptable telephone etiquette � Listen to caller � Reduce background noise � If there is caller ID on the telephone system, use guest's name � Repeat details back to the guest (Continued) Slide 21

Describe acceptable telephone etiquette � Verify spelling where required � Transfer calls promptly � Ask before putting guest on hold. � Never eat, drink or smoke while on the phone � Use suitable closing phrase – thank caller for calling Slide 22

Class activity � Role play to demonstrate telephone techniques � Ring a friend and take a message � Leave a message for a guest at the hotel who is: • • Your boss A couple on their anniversary A friend in town to visit A business associate here for a meeting Slide 23

Identify common caller complaints about telephoning a business Common caller complaints: � Telephone rings too long before being answered � Being placed on hold for too long � Inability to get through – line is always busy � Receptionist is defensive or abusive when guest complains (continued) Slide 24

Identify common caller complaints about telephoning a business � Reception fails to determine where call should be directed � Failure to listen properly to requests and questions � System failure or staff incompetence with the system � Lack of professionalism � Lack of product/venue knowledge. Slide 25

Class activity Role play the following: � Guest has rung to complain about a dirty bathroom � Guest has rung to complain about a rude housemaid � Guest has rung to say they will arrive late and been on hold for 20 minutes (Continued) Slide 26

Class activity � Guest has rung to ask help for reserving a taxi � Guest has rung to ask help for reserving a flight ticket. Slide 27

3. Receive incoming calls Slide 28

Prepare to receive incoming calls � Start with a smile on your face � Have paper and pen ready to record information � Have a comprehensive list of in-house extensions � Have a list of frequently called numbers Slide 29

Prepare to receive incoming calls � Develop good knowledge of all departments and their areas of responsibility � Sit upright and adjust the chair and equipment � Prioritize calls according to property guidelines � Activate call waiting and other automatic systems � Ensure no outside distractions. Slide 30

Example of arrival list Slide 31

Answer calls promptly in accordance with house standards � Use house standard greetings � Identify self and the hotel or resort � Greet the caller and offer assistance or question them to ascertain the purpose of the incoming call � Focus on the call, especially listening carefully to the caller’s voice Slide 32

Answer calls promptly in accordance with house standards � Take notes and details of any request � Identify whether caller is calling long-distance or international � Identify if caller is a designated VIP caller, return guest or corporate guest whose company has a contract with the venue. Slide 33

Identify long-distance or international calls � Calls from other countries will need to be co-ordinated with time zone information � The list of country codes should be placed in an easy place and accessible to all of the staff � Charges for international calls vary according to time zone and distance Slide 34

Identify long-distance or international calls � When answering incoming calls from international locations, staff may need to have language skills or access to interpreters � International calls may be connected by a telephone operator or satellite connection Slide 35

Establish the purpose of incoming calls � Determine the purpose of the call � Follow up an initial greeting with clarifying questions � Use the hotel’s database to find information � Use selling and promotional techniques Slide 36

Respond to caller requests, where appropriate � Give the guest your full attention � Show genuine interest in their questions � If you know the answer: • Tell the guest and ask if there is anything else you can help them with • Finish the conversation with a pleasant greeting (continued) Slide 37

Respond to caller requests, where appropriate If you don’t know the answer: � Never say ‘No’, apologise where an immediate, correct response cannot be given � Offer to find out and get back to the guest with the answer (Continued) Slide 38

Respond to caller requests, where appropriate � The guest should not be kept waiting while you find the answer � Offer to deliver the information or call back � Make sure you follow up and get back to the guest quickly Slide 39

Take messages from callers To take messages accurately make sure that you record: � Who the message is for � Who left the message � Repeat the name back and check if it’s correct (Continued) Slide 40

Take messages from callers � Record the number of the person leaving the message � Take an accurate message � Confirm the importance and urgency and any action requested or promised (Continued) Slide 41

Take messages from callers � Lastly record the date and time of the call, including the action and follow-up � Include the name of the person who recorded the message Slide 42

Class activity � Use a message pad � Role play taking guests’ requests and messages � Work with a partner where one plays a guest and the other the telephone operator Slide 43

Relay messages and follow-up as necessary � Messages can be left under guests’ doors � A message notification can be activated � Text messages can be transmitted instantly (Continued) Slide 44

Relay messages and follow-up as necessary � Messages may be left in a pigeon-hole or message book. A guest may call to collect a message � Messages left for incoming guests may be delivered verbally or printed � A message may carry a facility to confirm delivery Slide 45

Facilitate conference calls A conference call: � Is a call where more than one party can listen in � may be designed to allow the called party to participate during the call � May be set up so the called party only listens and cannot speak � Can be set up to view the other caller Slide 46

Deal with suspicious or threatening callers � It is important to remain calm: � Do not hang up � Get detailed information � Do not laugh or treat the threat lightly � Don’t be angry or upset � Confirm the call is genuine � Keep a record of the conversation (continued) Slide 47

Deal with suspicious or threatening callers � For a bomb threat: � Get a much information as possible � Find out if possible who is making the threat � Try to find out why/how they will carry out their threat � Find out who specifically the threat is against � Is there any action to be taken? (continued) Slide 48

Deal with suspicious or threatening callers � Policies and procedures have to be followed � Initiate an evacuation or implement the Emergency Management Plan (EMP) � Notify relevant authorities � Take it seriously � Immediately contact a supervisor Slide 49

Manage difficult callers Staff may find themselves having to answer the phone to a difficult caller. This will require tact, quick action or initiative: � Communication � Intoxication � Bad service � Rude callers Slide 50

Prepare voicemail messages and background music � Voice mail is a computer-based system that will answer the caller and deliver voice information using an ordinary telephone � Most telephone systems have the ability to play an advertising message or music when a call is on hold � A guest on hold will wait if there is not silence at the end of the phone. Slide 51

4. Redirect incoming calls Slide 52

Transfer calls as appropriate The procedure to transfer a call is: � Answer the incoming call according to venue procedures � Establish who the call is for � Thank the caller and ask the caller if you can transfer them (Continued) Slide 53

Transfer calls as appropriate � Explain where the call is being transferred to � If the caller does not want to be transferred you need to take a message. Slide 54

Place calls on hold as appropriate. Placing a call on hold: � Calls that need to be placed on hold usually have music or a recorded message to listen to � Before placing a call on hold, ask the caller’s permission � Return to the call within 30 seconds and provide an update on the status of their call. Slide 55