TAKING TELEPHONE MESSAGES
We all use telephones or mobiles at work or at home and it happens from time to time that we have to take a message for a person who is not in reach. Are you a good message taker?
It doesn’t hurt if the following points are used while taking a message.
The first step, of course, is to answer the phone. If the person asks for the one who is not present, the first thing you should do is say, "He/she isn't available at the moment. Can I take a message?" Assuming they say yes continue to the next step. If they say no then please insist they at least allow you to help them. If they refuse politely, ask the person to at least give you their name and company name; be sure to jot down their number off call id also let the person know a good time to try back. Just remember to ask if you can do anything else — they might want to call back and leave a message on the answering machine. Be sure to let whoever the call was for who called and when they might try back.
The second step is while taking and writing the message write down everything that you hear. Don’t assume or think that some of the things may not be important because that’s the receiver’s decision.
The third step is how to end the conversation. Usually by saying goodbye, or I’ll give her/him the message the conversation can be ended. If it applies say you’re welcome.
And the last but not least step is to give the message to the person as soon as possible or leave it somewhere they will find it.
Knowing how to take messages is still useful when you're working in an office or taking calls for someone else. Being polite, writing everything down, and delivering the message promptly is key!