Pembahasan UKK MPLB tahun 2025 || Tugas Menangani Panggilan Telepon Kantor

Summary

In this instructional video, the presenter guides viewers through the process of handling office phone calls as part of a competency test for office management skills in 2025. The video demonstrates how to properly manage inbound and outbound calls, focusing on greeting the caller, taking accurate messages, and responding according to the company's procedures. Key steps include answering professionally, noting messages clearly, confirming information with callers, and ensuring messages are passed to the relevant authorities. This video is aimed at helping viewers understand and practice effective office phone etiquette and communication.

Takeaways

• 😀 Always answer the phone professionally by greeting the caller, stating the company name, and offering assistance.
• 😀 Be prepared with the necessary tools such as a telephone, message pad, pen, and calendar before answering any call.
• 😀 When receiving a call, immediately take notes on key details such as the caller's name, purpose of the call, and any action items.
• 😀 If the caller is speaking in English, respond in English to maintain professionalism and clarity.
• 😀 When the director is unavailable, politely inform the caller and offer to take a message or provide assistance.
• 😀 Always confirm details with the caller before ending the conversation to ensure that all information is accurate.
• 😀 After receiving the message, clearly communicate the details to the director or appropriate person.
• 😀 Ensure that the message pad is filled out neatly, with all required fields like the caller’s name, company, phone number, and the details of the message.
• 😀 Close the conversation politely by thanking the caller and confirming any next steps or follow-ups.
• 😀 Proper documentation of all phone calls and messages is essential for keeping track of important information and ensuring no details are missed.

Q & A

What is the main focus of the video?

The video focuses on providing a tutorial on handling office phone calls as part of a competency test for office management and business services, specifically for the year 2025.

What role does the viewer take on in the scenario presented in the video?

The viewer assumes the role of a secretary at PT Ginar Rahayu Abadi, tasked with handling phone calls and conveying messages to the director, Gina Rahayu.

What are the two main tasks described in the competency test?

The two main tasks are answering incoming phone calls and making outbound calls, ensuring that proper phone etiquette and information are handled according to the given instructions.

How should the secretary handle an incoming call if the director is unavailable?

If the director is unavailable, the secretary should politely inform the caller, offer to take a message, and ensure the caller's message is accurately noted for the director.

What is the expected behavior when receiving a phone call from a client or colleague?

The secretary should greet the caller, introduce the company, offer assistance, and then listen attentively, taking accurate notes of the call's details for the director.

What should be included on the phone message sheet?

The phone message sheet should include the caller's name, the company they represent, the message details, the time and date of the call, and any follow-up actions required, such as returning a call.

What actions should the secretary take during the phone call to ensure proper message recording?

The secretary should immediately write down key information, such as the caller's name, their company, the reason for the call, and any appointments or actions that need to be taken, ensuring that no details are overlooked.

How should the secretary confirm the information with the caller?

After taking the message, the secretary should repeat the information back to the caller to confirm its accuracy before ending the call.

What should the secretary do if the caller speaks in English?

If the caller speaks in English, the secretary should respond in English, as per the instructions for handling such situations.

What should the secretary do after completing a phone call?

After completing the phone call, the secretary should finalize the phone message sheet, ensuring all sections are filled out, such as the date, time, message details, and any follow-up actions, and then provide the message to the director.