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3 Steps to Taking Messages Like a Pro

Taking messages correctly and effectively is an important skill for an English learner who wants to work in today’s global economy. The way you handle phone calls tells a lot about your communication skills and professionalism. Practice taking phone calls with this easy-to -follow script from The Telephone in Business and Daily Life.

When it comes to taking messages, I follow the “Three GET’s” Rule: GET the message, GET it right, then GET it to the right person!

“He’s not available right now,” I say, answering a colleague’s phone. Right away I offer: “I’d be glad to take a message for him.’ “Tell him Jim called,” says the caller. Jim who? “May I have your last name, please?” “Matuschechek.” Better safe than sorry. Why don’t I ask him to spell it? “Could you spell that?” And it doesn’t hurt to double-check. “Let me read that back to you.  M – A – T – U – S – C – H – E – C – H – E – K.”

Now I need to find out what company he is with. “And who are you with, Jim?” And his phone number. “At what number can he reach you?” Then I double-check to avoid mistakes. “That’s 222 – 555 – 0000…”

I don’t recognize the area code, so I ask, “What city is that in?” Could that be in a different time zone? “What time is it there?”

Now – the message. “And what’s the message?” And a convenient time to call him back. “When’s the best time to call you?”

That should be all. “Thank you. I’ll make sure he gets the message.” Okay, what’s next? … Oh yes, get it to the right person!

© 2011 Natasha Cooper
Would you like to use this article? You may as long as you include the following information along with it: Natasha Cooper, author of Power English System, helps international professionals to succeed by learning powerful communication skills. If you want to improve your English, then you’ll want to get Natasha’s FREE weekly Power English Tips by visiting www.englishskills.com