Materi 2 : Taking Simple Phone Message | Kelas 11 SMK

Summary

This video tutorial offers essential tips for handling simple phone messages in a professional environment. It covers various aspects of phone communication, including making and answering calls, leaving messages, and connecting calls. The content emphasizes the importance of clear, polite communication, and provides real-life examples of how to structure phone conversations effectively. Additionally, the video highlights the significance of mastering phone etiquette for those working in large companies, especially in international or national contexts. By following these guidelines, employees can improve their telephone communication skills and work efficiently in a professional setting.

Takeaways

• 😀 Greetings are essential when making a phone call. Start with 'Good morning,' 'Good afternoon,' or 'Hello' to set a polite tone.
• 😀 Introduce yourself at the beginning of the call by stating your name and the company you represent.
• 😀 Clearly state the purpose of your call, such as asking to speak with a specific person.
• 😀 When answering the phone, maintain a polite and clear tone, using phrases like 'What can I do for you?' or 'How can I help you?'
• 😀 If the person you're calling is unavailable, offer an explanation and ask if the caller would like to leave a message.
• 😀 When leaving a message, ensure to gather essential details like the caller's name, contact number, and message content.
• 😀 Use polite requests such as 'May I take a message?' or 'Can you leave a message?' when handling incoming calls.
• 😀 If necessary, put the caller on hold using phrases like 'Please hold the line' or 'One moment, please.'
• 😀 When connecting a call to the intended person, inform the caller with phrases like 'I'll put you through' or 'You will be connected to them shortly.'
• 😀 In the case of leaving a message for someone not available, provide clear details like the reason for the call and the best way to reach the caller.
• 😀 Always ensure that the details provided are clear, such as the caller's name, message, and contact number, to avoid any misunderstandings.

Q & A

What is the main topic of the video?

The main topic of the video is about taking simple phone messages, making phone calls, answering calls, and leaving messages via phone.

Why is learning how to take phone messages important?

Learning how to take phone messages is important for professional environments where clear communication is essential, such as in large companies or international businesses.

What should be included when making a phone call?

When making a phone call, you should include a greeting, mention your name, the company you are calling from, and state the purpose of the call.

Can you provide an example of a proper phone call greeting?

An example of a proper phone call greeting is 'Good morning, my name is Hana, and I would like to speak to Mr. Arya, please.'

How should you answer a phone call professionally?

To answer a phone call professionally, you should use a clear and polite tone. For example, 'Good morning, this is Hana from Adyatama Company. How can I assist you?'

What should you do if the person you are calling is unavailable?

If the person you are calling is unavailable, you should inform the caller and ask if they would like to leave a message, for example, 'Would you like to leave a message?'

What are the key components when leaving a phone message?

When leaving a phone message, make sure to include the caller's name, the phone number they can be reached at, and the message's content.

How can you ask a caller to wait on the line?

To ask a caller to wait on the line, you can say, 'One moment please, I will check if they are available.'

What should you say when connecting a call to the intended recipient?

When connecting a call, you can say, 'I will put you through now' or 'Please hold, you will be connected to them shortly.'

What is an example of how to leave a phone number for a callback?

An example of leaving a phone number for a callback is, 'Please tell Mr. Willy to call me at 0877-1234-5678.'