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2) When you answer the phone, be warm and enthusiastic. Your voice at the end of the telephone line is sometimes the only impression of your company a caller will get.
3) When answering the phone, welcome callers courteously and identify yourself and your organization.
4) Keep your voice volume moderate, and speak slowly and clearly when answering the phone, so your caller can understand you easily.
5) Control your language when answering the phone. Don’t use slangs or jargons.
6) Take telephone messages completely and accurately. If there’s something you don’t understand or can’t spell, such as a person’s surname, ask the caller to repeat it or spell it for you.
7) Answer all your calls within one business day.
8) Don’t use a speaker phone unless absolutely necessary. Speaker phones give the caller the impression that you’re not fully concentrating on his call. And make him think that his call isn’t private. The only time to use a speaker phone is when you need more than one person to be in the conversation at your end.
9) Some other suitable tips in answering telephone.
2. Reception desk etiquettes in business:
1) Look up when some approaches your desk and smile. If you’re on a call, make eye contact with the visitor to indicate that you see him/her and will be with him/her shortly. As soon as you’ve finished your phone call, focus on the visitor with a smile. Apologize for the delay. Ask how you can help.
2) Ask the visitor if he/she would like to have a seat while you contact the person referred to. Depending on your company’s policy, offer coffee or tea or direct the visitor to the coffee room. Offer to hang up his/her coat or show where it can be hung.
3) Call the person who will be meeting the visitor, Use Mr. or Ms. when announcing the visitor.
4) For the receptionist, a visitor should be the most important person in the reception area. You should meet other co-workers somewhere else.
5) Besides smiling, modulate your voice. Be aware that you can convey what you think by the time of your voice.
6) Don’t eat at your desk. If you can’t avoid it, choose foods that don’t have a lingering aroma. In other words, no pizza or spaghetti. Keep a clean desk, even if you have other tasks to do besides dealing with visitors.
Part VII Writing (15%)
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