by Batbold Munkhzul
This is a Training Manual that helps to explain information that organizational administration professionals need to do their jobs well.
· Telephone Press the Forward button on your office phone. To forward to local number: Key in 9 + 7-digit number. To forward to long-distance number: Key in 9 + 1 + area code + 7-digit number. Press the Done button on your office phone.
The “forward” button then becomes the CheckFww” button to indicate that a forward is set.
To cancel forwarding, press the CheckFww” button and then the CanclFww” button.
· Voicemail
The first time you log in, you must listen to the entire voice-guided setup, or it will play every time you log in until you complete it.
In the office: Press the message button or call 8-1000. The system automatically recognizes your number.
Enter 732873 as the password. Press # or wait.
The voice-guided setup begins.
Enter a 4-20-digit long password. Press # to continue.
Re-enter your new password.
Press # to continue.
To review your current greeting, press 1.
To record a new personal greeting, press 2, record your greeting, then press #.
Additional commands include:
82 to change your greeting
83 to log off
84 to change your password
85 to change the distribution list or
86 to review your messages
· Mobile phone We advise our employees to: o Use company-issued phones for business purposes only and preserve them in perfect condition. o Surf the internet, text, and talk on the phone only for a few minutes per day. o Turn off or silence their phones when asked. · Conference calls Freeconference.com and freeconferencecall.com are conference call lines for groups as small as three to as large as 1,000 callers for our company. There will be given a phone number to call to connect to the specific conference and a PIN to use for security. Specifically: o Dial the number at the correct time. o Wait for the prompt after you're connected. o Enter the PIN you received. o Announce yourself to the group when you're connected to the conference. · Email There are two primary types of email we use in the office: o Request-and-Reply Emails Most our emails in the workplace fall into this category. Request emails usually expect a reply. This kind of email could ask questions, specify tasks people need to complete, or ask colleagues to acknowledge or comment on policies, meetings, or projects. o Confirmation Emails This kind of email creates a permanent, written record of a conversation that has taken place. If you and a colleague discussed collaborating on a project, you might email them the details of that conversation. This gives you both a record of the conversation and allows for the conversation to continue and will find support from senior leadership.
· Videoconferencing
Our company chooses video conferencing boosts productivity save time, reduce travel expenses, and overall promote collaboration. For better communication, video conferencing is helping to facilitate all of those benefits without requiring constant travel for face-to-face communication. We choose ZOOM Call as the best option for video conferencing. Here are some instructions when you are in the video conference:
o Ensure proper lighting.
o Choose the right background.
o Maintain eye contact.
o Ensure high quality audio.
o Dress appropriately.
o Follow the ground rules for easy-to-use interaction.
o Always use the ZOOM Call app to use the video conferencing platform.
o Don't forget to mute yourself if you are not speaking.
This is a Training Manual that helps to explain how to make a positive impression over the phone.
· Tone of voice. Dial the telephone number and make contact with your intended call recipient. Make sure you have reached the correct person and greet him and let him know where you are calling and the reason for your call. Maintain a friendly and professional tone throughout your call.
· Pace and volume. The volume and pace of speech are that much more important when you're speaking to someone over the phone. Because they cannot see you, customers will make judgments about your attitude, your willingness to help, and even your personality based on the way in which you speak.
· Pronunciation. As you contact customers to represent your product over the phone call it is important to use the right words. Simply saying the right words during the call can make customers feel that the person on the phone empathizes with them.
· Grammar/Vocabulary. Good spelling, correct grammar, and the appropriate use of punctuation will give them more confidence in the person communicating with them. Similarly, clients and suppliers are more likely to trust a company that communicates clearly and correctly.
· Answering and ending calls. By having a friendly, professional voice on the end of your phone, you can defuse the angriest customer and de-escalate an issue before it becomes too big of a problem. Closing a call professionally is an important practice that can help your company provide great customer service.
· Taking messages. Using voice mail and taking messages properly is crucial to making sure your customers are happy. If they cannot talk to the appropriate person when they call, they are already less than satisfied; if their message is not relayed properly to the right individual, you will disappoint them even more.
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