Telephone etiquette is an important guide for all staff at Universitas Ciputra to ensure professional and friendly communication over the phone. Here are some key points regarding telephone etiquette:
First Impression: The impression of speaking over the phone is formed within the first 10 seconds, which is the time of greeting. Hence, the right greeting is crucial.
How to Pick Up the Phone: It is recommended to pick up the phone before the third ring and say a professional greeting. This shows quick response and readiness to serve.
Professional Greeting: The greeting used is “Universitas Ciputra, good morning/afternoon/evening, can I help you?”. This gives the impression of being formal and ready to serve.
If the Recipient is Away: In the absence of the intended recipient, the nearest PIC shall pick up the phone, relaying the message to the intended recipient.
Missed Calls on Extension: If there is a missed call to the extension, as a professional focused on customer satisfaction, it is important to call the caller back immediately.
Calls on Break Time: Even during breaks, the phone should be picked up before the third ring and a professional greeting said.
It is important to always pick up the phone before the third ring and always use a professional greeting to ensure effective and polite communication.
This is part of an effort to maintain service quality and create a memorable communication experience for all parties associated with Universitas Ciputra.