Purpose of correctly receiving Essay

1.Conference callsThis function allow us to soak up a conversation with more then one individual. This would be routine when managers want to talk about of the essence(predicate) subject with other brunches. canaliseThis function allow to transfer caller-up to another department. It can be utilise when we the caller want to speak with the manager or person from different department.2. Prepare a brief report advising wad onHow to follow organisational procedures when making and receiving recall calls The purpose of giving a official image of yourself and your organisation when making and receiving telephone calls.If possible, use specific culture from procedures in your own organisation (or one that you are familiar with). close all clientele organization pass procedures how to answer or receive telephone calls. When the person is answering the phone is automatically responsible for positive or negative reputation of the melody, thats why is very to follow those procedu res forthwith to achieve a professional standards.Answering a call from my client I always answering after one or dickens rings, I have pen and paper ready just in case I need to make a note or take a message. Then I politely greeting a caller giving my name and company, thenasking how can I help, if the call is not for me I am taking message, writing the caller name and message. I always residualing the conversation with a stocky just in case I understand correctly every part of the conversation, then politely thanks for call with good liberty chit and hang up.Giving positive image is too important, because this depends weather guest will stay or go somewhere else. We can do a positive image if we will deal with callers efficiently, which means we have to know exactly what we are doing and how to use phone system.I would lay down a positive image with positive attitude towards all customers. I would answer the phone with a smile and kindly greeting. I would also try to ide ntify the callers and his needs, the I would deal with it with polite manners and I would try my best to help. Secondly I would speak naturally with sane speed to make sure the caller understand properly, then I would repeat information if necessary and summarise all the points from the conversation with the caller. ultimately I would thank the caller for his call and his time then end the conversation appropriately.If we fail to give a positive image during a phone conversation this can be very harmful for the business even more the business cane loose lots of capital which could effect employees as well. The business can have a inquisitive reputation which means that the customer will not consider cooperation with the business in the future.Section 2 Understand how to handle institutionalise1. beg off the purpose of correctly receiving, checking and sorting mail and packages (both incoming and outgoing).Mail is important for successful business.It is used to transfer materi al, equipment and invoices from suppliers to business by post, secondly is used to provide important documents, invoices or products to the customers.One or more people could be responsible fro receiving, checking and sorting mail and packages. It must be make very carefully, otherwise the mail could not reach the recipient on time and the consequence could be that the recipient will not get the outstanding invoice on time and could be charged for recent payment.Poor mail handling could lead to loss of important documents/invoices, delays in mails, delivered mail to wrong person, additionally payment could be lost and materials or parts not being delivered on time. Finally poor mail handling could lead to dissatisfied customers (they could leave), to loss of money and sometime to business closure.2. Complete the table below with the following informationAt least two examples of internal mail services that are obtainable to organisations At least two examples of external mail ser vices that are available to organisations inherent mail servicesExternal mail services1. Internal post it is used to deliver mail between departments and branches, is sent in unsealed A4 envelopes. Confidential letters are labelled.1. Royal Mail. This is most universal mail service in Uk. It offer wide range of mail option to suit customers needs.2. Intranet mail is circulate electronically.2. P4D is a private messenger service. It help find a right courier service for urgent, self-aggrandizing and heavy items. Sometimes is cheaper then Royal Mail.