Office phone guidelines:
Answering the phone is everyones responsibility.
Importance of communication:
Effective communication is vital in our organization. Without a reliable messaging system, we risk losing contact with clients and missing important messages.
Handling phone calls:
When the office phone rings, follow these steps:
a. Answer the call and say, "Mediamatic, this is [Your Name]." Next to the phone, you'll find a "call back form."
b. If the caller asks for someone specific, note down their details on the call back form and inform them that we'll call back. Also, notify the colleague they were asking for via a personal Signal message. You can type it out or take a picture of the call back form to ensure we respond promptly.
c. Avoid making promises if you're uncertain of the answer. Instead, notify the responsible person.
Information to record:
On the call back form, record:
- Caller's name
- Subject of the call
- Caller's phone number or email address
- If known, mention the person the call is for
- Date and time of the call
- Include your name
Manager availability:
If the relevant manager is absent, consult another manager for guidance.
Restaurant reservations:
For restaurant reservations, guide callers to our website for online booking. For specific restaurant queries, provide the restaurant phone number (06 384 428 78), available only during restaurant hours.
Privacy and personal numbers:
Never disclose personal phone numbers to callers.