Making and Taking Simple Telephone Message

Miss Nanda Safitri

24 Aug 202009:10

Summary

TLDRThis video focuses on learning English in a fun and engaging way, with Nanda guiding viewers through important phrases for making and receiving business phone calls. It covers professional etiquette in handling calls, including how to introduce oneself, take and leave messages, and connect calls in a business environment. Nanda explains key expressions and examples in both English and Bahasa, making it easy for learners to understand. The lesson emphasizes the importance of clear communication, proper tone, and professional behavior during phone interactions, especially in business contexts.

Takeaways

📚 Prepare necessary materials like notebooks and tools before starting your English lessons.
🗣️ The lesson focuses on professional phone call etiquette, particularly for business situations.
📞 When making a business call, introduce yourself and state the purpose clearly.
🤝 Use a friendly and polite tone when answering business calls; avoid letting the phone ring more than three times.
🏢 Always mention the company name when answering a business call so the caller knows they've reached the correct place.
❌ If the intended recipient of the call is unavailable, provide a clear reason and offer to take a message.
✍️ When taking a message, gather key details such as the caller's name, phone number, time, and the message itself.
⏳ Use polite phrases like 'hold the line' or 'one moment please' when asking the caller to wait.
🔗 For connecting calls, use formal phrases like 'I will connect you now' or 'you will be connected to extension...'.
📩 If you're unable to reach someone, leave a phone message with clear instructions for a return call.

Q & A

What is the main purpose of the video?
-The main purpose of the video is to teach viewers how to communicate effectively over the phone in a business setting using English.
What should viewers prepare before starting the lesson?
-Viewers should prepare a notebook, writing tools, and their English textbook to help support their learning during the lesson.
What is the recommended way to start a business phone call?
-When making a business phone call, it is recommended to state your identity and the purpose of your call clearly and concisely, for example, 'Hello, my name is Nanda. I’d like to speak to Ms. Sarah.'
Why is it important to answer business calls promptly?
-It is important to answer business calls promptly to demonstrate professionalism and respect for the caller, as business calls are usually important. Calls should not ring more than three times before being answered.
How should you greet someone when answering a business phone call?
-When answering a business phone call, you should use a formal greeting and state the name of your company, such as 'Good morning, Bakti Idhata Vocational High School. How can I help you?'
What should you do if the person the caller is trying to reach is unavailable?
-If the person is unavailable, you should politely inform the caller with a reason, such as 'I’m sorry, Ms. Sarah is in a meeting at the moment.' Then, you can ask if they would like to leave a message.
What key information should be collected when taking a message?
-When taking a message, it's important to collect the caller's name, their phone number, the time of the call, and the content of their message, and relay it promptly.
What phrase can be used to ask someone to wait while connecting a call?
-To ask someone to wait while connecting their call, you can say phrases like 'Could you hold the line, please?' or 'One moment, please. I’ll check if they are available.'
How can you professionally connect a caller to another person in the company?
-You can professionally connect a caller by saying, 'I will connect you now' or 'You will be connected to extension 123 shortly.'
What should you do if you can't reach the person and need to leave a message instead?
-If you can't reach the person, you should leave a message using a phrase like, 'Please tell Ms. Sarah that I called and ask her to return my call at this number: 0857 40111.'

Outlines

00:00

📞 Introduction to English Learning and Business Phone Etiquette

In this segment, the speaker begins by welcoming viewers to the video, encouraging them to prepare with notes and materials for the lesson on English. The focus is on learning English in a fun way through animation. After a brief reminder to pray according to one’s faith, the speaker introduces the topic of taking and leaving simple phone messages in a business context. They emphasize the importance of professionalism when speaking on the phone, especially in international companies, and introduce expressions to make business phone calls. Examples are provided for starting a phone conversation with a clear introduction and stating the purpose of the call.

05:00

📞 How to Receive and Handle Business Phone Calls

This part focuses on how to properly receive business phone calls. The speaker stresses the importance of answering calls promptly, ideally within three rings, as business calls are often urgent. The use of formal greetings and mentioning the company's name when answering is recommended to assure the caller they have reached the correct place. Several examples are provided, showcasing professional greetings in English. Additionally, handling calls in companies with multiple phone lines or departments is discussed, along with appropriate phrases for connecting the caller to the right person.

Mindmap

Keywords

💡Making a phone call

This concept refers to the process of initiating a phone conversation in a business setting. It emphasizes the importance of being clear and concise, introducing oneself, and stating the purpose of the call. In the video, phrases like 'Hello my name is Nanda, I'd like to speak to Miss Sarah' illustrate how to properly introduce oneself when making a phone call.

💡Answering a phone call

Answering a phone call is highlighted as a critical skill in a professional environment. The video explains that when answering, it is essential to respond promptly (before the phone rings more than three times), use a formal greeting, and state the name of the company or organization. For example, 'Hello, Bakti Idhata Vocational High School, can I help you?' shows the appropriate structure for answering a business call.

💡Taking a message

This refers to the practice of noting down information from a caller when the intended recipient is unavailable. The video provides phrases like 'I'm sorry, Miss Sarah is in a meeting at the moment' and 'Would you like to leave a message?' This concept is essential in business communication, ensuring messages are passed accurately.

💡Professional tone

The video stresses the importance of using a polite and professional tone when communicating over the phone in a business context. This is because the caller cannot see your body language, so the tone carries much of the interaction's emotional weight. Phrases like 'One moment please, let me check if she is available' demonstrate how to maintain a courteous tone.

💡Leaving a message

In cases where the intended person is unavailable, leaving a phone message is a common practice. The video explains the appropriate phrases to use, such as 'Could you please tell Miss Sarah that I called?' This ensures that the intended recipient receives the necessary information.

💡Holding the line

This concept refers to asking the caller to wait on the phone while you check for information or try to connect them to another person. The video provides examples like 'Could you hold the line, please?' and emphasizes the importance of politely asking the caller to wait.

💡Connecting a phone call

This refers to the process of transferring a phone call to the appropriate person or department. The video uses phrases such as 'I will connect you to the sales manager now' to illustrate how this is done in a business setting. It highlights the importance of ensuring the caller is connected to the right individual.

💡Identifying the caller

This involves asking the caller for their name or reason for calling, which is crucial in a business environment. It ensures that the right information is relayed to the person being contacted. The video shows examples like 'May I ask who is calling?' which helps streamline the communication process.

💡Business communication

The overall theme of the video centers around business communication, specifically how to manage phone conversations professionally in a corporate or business setting. The use of formal language, prompt responses, and clear messaging are all integral to maintaining professionalism.

💡Phone etiquette

Phone etiquette encompasses the proper manners and behaviors when conducting phone calls in a business context. The video teaches essential etiquette such as answering promptly, speaking clearly, and showing respect to the caller. Examples like 'Good morning, Bakti Idhata Vocational High School, how can I help you?' reflect good phone etiquette.

Highlights

The video begins with a greeting and emphasizes the importance of learning English in an engaging and fun way through animations.

Before starting the lesson, students are reminded to prepare a notebook, writing tools, and relevant English textbooks.

A brief moment of prayer is encouraged before the learning session, respecting each student's individual faith.

The lesson focuses on making and taking phone calls in English, particularly in a business setting.

When making a business phone call, it's important to keep the conversation brief and clear, stating your identity and the purpose of the call.

Examples are provided on how to introduce yourself when calling, such as 'Hello, my name is Nanda, I’d like to speak to...' followed by the purpose of the call.

Students are encouraged to answer phone calls politely and professionally, with specific attention to tone of voice.

It's recommended to answer business calls within three rings to maintain professionalism.

Formal greetings and identifying the company name are necessary when answering business calls, ensuring the caller knows they’ve reached the correct line.

If the intended recipient is unavailable, provide clear reasons and offer to take a message.

Examples of polite ways to request message details, such as 'Would you like to leave a message?' and 'Can I take down your message?' are included.

It's essential to collect the caller's name, contact information, and the time of the call accurately when taking a message.

When asking the caller to hold the line, use phrases like 'Please hold the line,' or 'One moment, I’ll check if they are available.'

Instructions are given on how to connect a caller to the correct extension or department.

The video concludes with an example dialogue of a business phone call, reviewing key terms and strategies.