Skip to main content

Telephonic Communication

The following should be guaranteed for an effective telephonic conversation :-

  • Receive the telephone immediately after second ring.
  • Say ‘Hello’ and welcome the guest by wishing good morning/ good afternoon/ good evening according to the time of the day.
  • Identify yourself by stating name and appointment.
  • Say ‘may I know who is speaking?’
  • Say to the guest "may I know to whom you need to address ?"
  • In case the individual to whom caller wants to speak to is unavailable, you may say, ‘may I take a message ?' or then again ‘may I take your name and contact number.’
  • Whenever needed to stand by, ask the caller to hold on while you take required information.
  • Before placing a caller to briefly wait ask his permission.
  • Do not to make the caller wait for over two minutes. It is better to return a call than to save the caller on hold for a really long time.
  • At the end of the holding up period, offer your thanks for the caller’s understanding to hold on.
  • Make sure to return the call if promised to caller.
  • Keep your conversation to the point.
  • Speak in a pleasant tone.
  • End the conversation with courtesy.
  • Do not to interrupt the caller while he/she is talking.
  • When hanging up the phone, remember the caller hangs up first.

Comments

Post a Comment

Popular posts from this blog

Documentation And Records At The Gate Office

In order to ensure that are an efficient security system is in place, the following register and records are maintained at the gate office of any organization. The formats of the registers may vary from organization to organization. Proper maintenance and upkeep of the documents and registers is one of the important duties of a security guard. The following registers and documents are maintained in an organization :- Handing over / taking over register. Duty Book. Attendance register. Officers In / Out register. Staff In / Out register. Visitor register. Casual / contract labour In / Out register. Incoming / Outgoing material register. Vehicle In / Out register. Mobile register. In addition to the above, following files/ documents are also maintained at the gate office, which may have to be handled by security supervisor/ security officer :- Authority letter file. Photo pass file. Materials gate pass file. Blog ,   Facebook ,   Instagram ,   YouTube , ...
Post a Comment
Read more

DRILL AND MARCH PAST

Drill and March Past training when imparted, cultivates good bearing, discipline, coordination,  feeling of pride and motivation in a person. A security guard when trained well in these aspects  turns into an asset to any organization he serves with. Quality in steps leads to quality in service, so the saying goes. Therefore, it is imperative that every Security Guard  is trained well in Drill and March Past. Highlights of Drill and March Past :- There are two important things to follow during and  drill and march past, which are as under : Correct drill commands. Correct body posture. Correct Drill Commands :- All branches of the armed  forces, para-military forces and police use various drill  commands during foot drill or march past.  Common drill commands practiced by army and police  are given below for understanding and practice on  ground by a security guard. LINE BAN : Fall in line command for all present  to form into three li...
Post a Comment
Read more

CORRECT POSTURES

 A correct Posture is defined as : A frame of mind affecting one’s thoughts or behavior and an overall attitude : thus implying that if a security guard’s posture is correct, his behavior is correct, his overall attitude is correct. It is therefore important that a Security Guard practices to maintain a correct posture and good bearing. There are a number of illustrations shown in subsequent images, which give difference between correct and incorrect posture and body positions. “Practice Makes a Man Perfect”. Hence when a Security Guard learns to maintain correct postures as illustrated, he will automatically maintain a good bearing, which projects him and his company / employer in good stead. Do not stand on one leg. It is an incorrect posture. Do not stand with crossed arms as shown. Always stand on both the legs in Savdhan Position when reporting to senior. Incorrect method to hold hands behind the back while in Vishram Position. Image shows correct holding of hands, palms, thum...
Post a Comment
Read more