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Power of non-verbal
communication
Importance of tone,
speed and volume
Importance of Active
listening
Handling difficult
customers
Telephonic Etiquettes
Words
Tone of Voice
Phase 1:
Opening of the call.
(Greeting &
introduction)
Phase 2:
Building rapport
and identifying
mood.
(Question)
Phase 3:
Collecting/verifying
of information
(Paraphrase)
Phase 4:
Provide Solutions
alternatives or
Information.
Phase 5:
Close the call.
(Summarize)
Placing the call on hold
• Ask permission before placing a caller on
hold.
• Tell the caller if the delay would last longer
• Offer to call the caller back if the wait may
persist.
• Never leave the customer on hold for more
than 30 seconds.
• Be courteous, respectful and professional.
Ensure that you are not distracted
by any kind of noise maybe by your
surroundings.
Prepare well, before answering a
call.
Have a pen, pencil and notepad
always handy.
BEFORE PLACING A CALL
• Be prepared;
• Know the name of the caller and how to
pronounce it.
• Know what you need to say before placing
the call which will make your call crisp and
effective.
• Verify the phone number before calling.
PLACING A CALL
• Ask if its convenient to talk
• State your business as politely and clear as
possible
• Use the clients name during the conversation
• Insist on calling back if the connection is
faulty.
ENDING CALLS
• When the conservation is complete do the
following;
• Make sure the caller has no more queries or
message.
• Use “Goodbye”, “Thank you for calling” to
end the conversation.
• Make sure the caller keeps the receiver
before you. This prevents the feeling that you
may have cut them off intentionally.
Transferring calls
• Transfer calls only if you are unable to help
the caller.
• Ask permission to transfer calls and explain
the reason for transfer.
• Let the caller know the name and the
department you are transferring the call to.
• Never transfer a caller more than two
minutes
TAKING MESSAGES
• Write a message, even if the caller says he
will call back
• Include the date and time
• Verify the users name and phone number by
repeating the information.
• Pick any call before the third ring.
• Speak pleasantly, and use pleasant phrases e.g. “May I help you?”,
“You are welcome”.
• Keep a Smile on any call to have a pleasant voice or tone.
• Avoid Slang.
• Don’t eat, sip a drink and chew gum while on phone
• Introduce both the party to each other, when transferring a call.
• Don’t keep you caller on hold for more than 60 seconds.
•When ending any call ensure there is no unfinished business.
Presentation for a call centre

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Presentation for a call centre

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  • 4. Power of non-verbal communication Importance of tone, speed and volume Importance of Active listening Handling difficult customers
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  • 9. Phase 1: Opening of the call. (Greeting & introduction) Phase 2: Building rapport and identifying mood. (Question) Phase 3: Collecting/verifying of information (Paraphrase) Phase 4: Provide Solutions alternatives or Information. Phase 5: Close the call. (Summarize)
  • 10.
  • 11. Placing the call on hold • Ask permission before placing a caller on hold. • Tell the caller if the delay would last longer • Offer to call the caller back if the wait may persist. • Never leave the customer on hold for more than 30 seconds. • Be courteous, respectful and professional.
  • 12. Ensure that you are not distracted by any kind of noise maybe by your surroundings. Prepare well, before answering a call. Have a pen, pencil and notepad always handy.
  • 13. BEFORE PLACING A CALL • Be prepared; • Know the name of the caller and how to pronounce it. • Know what you need to say before placing the call which will make your call crisp and effective. • Verify the phone number before calling.
  • 14. PLACING A CALL • Ask if its convenient to talk • State your business as politely and clear as possible • Use the clients name during the conversation • Insist on calling back if the connection is faulty.
  • 15. ENDING CALLS • When the conservation is complete do the following; • Make sure the caller has no more queries or message. • Use “Goodbye”, “Thank you for calling” to end the conversation. • Make sure the caller keeps the receiver before you. This prevents the feeling that you may have cut them off intentionally.
  • 16. Transferring calls • Transfer calls only if you are unable to help the caller. • Ask permission to transfer calls and explain the reason for transfer. • Let the caller know the name and the department you are transferring the call to. • Never transfer a caller more than two minutes
  • 17. TAKING MESSAGES • Write a message, even if the caller says he will call back • Include the date and time • Verify the users name and phone number by repeating the information.
  • 18. • Pick any call before the third ring. • Speak pleasantly, and use pleasant phrases e.g. “May I help you?”, “You are welcome”. • Keep a Smile on any call to have a pleasant voice or tone. • Avoid Slang. • Don’t eat, sip a drink and chew gum while on phone • Introduce both the party to each other, when transferring a call. • Don’t keep you caller on hold for more than 60 seconds. •When ending any call ensure there is no unfinished business.