procedures for receiving guests, phone calls and sms

Ethics is useful to create a pleasant atmosphere in the workplace and help the business to be more smoothly and efficiently. Procedures for Receiving Guests:

• Immediately open the door for guests.
• Greet guests: good morning sir / ma'am.
• Invited guests to enter: let Sir / Ma'am, please enter.
• Invite guests to sit.
• Asking who the guests are and where: may know the Father / Mother of the agency who and where?
• Asking keperluannya with a polite phrase: there can we help you sir / ma'am?
• If guests are concerned with other people, ask guests to wait a while for dipanggilkan person concerned.
• Serve with a polite, friendly, and helpful attitude.
• Be patient and do not fall if the guest is less fun.
• If guests want to go home, across to the gate.

The things to note:

• If existing promises, keep it just the time, when there were duties outside the office must notify and apologized for being late (priority needs to be considered).
• When guests enter, you should stand up, smiled, and shook hands.
• Give a friendly greeting to the guests.

Things that need to be avoided in speaking with guests:

• Interrupting others.
• Monopolize the conversation or conversations.
• Talking about things that are of no concern to the job.

Telephone Procedures
Telephone is one of the tools to communicate in the office. Therefore, to consider ethics in talking over the phone. There are several ways to do when receiving or calling someone else. 
Receiving a call:

• At the time the phone rings, you should pick up the phone as soon as possible, do not let the caller to wait long. Do not pick up the phone was ringing with the rough, because it shows displeasure and irreverence toward people who are around you.
• Agency name and greeted the caller, eg: Pointer, good morning. Say hello in a voice clear and not in a hurry.
• Ask politely who the other person without interrogating impressed, for example: sorry, can know with whom am I speaking? Can I help you?
• Listen carefully to the caller's request, do not interrupt.
• If a caller concerned with other people, then immediately connect to the target audience, describe who and from the institution where the caller to the intended person.
• If the intended person is not in place, then the receiver must be able to receive messages to be conveyed callers, record a complete and clear, ask and record when and in what number the caller can be reached. Make sure the message until the person in question.
• Say thank you at each end of the conversation and go back say hello good morning / afternoon / evening.
• Give the opportunity for callers to hang up first. Close the phone slowly.
• Be polite smile and sit with at the time talking over the phone because of attitudes that are less friendly and less polite sitting position can be perceived by the listener.

The things to note:

• Attitude would help.
• Keep your tone of voice, not too weak but also not too hard like a mad Redang.
• Choose words that are polite, friendly, and easy to understand.
• Do not pick up the phone if you still talk to other people.
• Do not eat / drink while talking on the phone.
• Do not yawn.
• Do not interrupt.
• Do not talk to a third person around you when you're talking on the phone.
• Use a greeting or a different sentence so it does not seem stiff.
• Avoid calling in noisy conditions around you.

Providing Service Through SMS

• When receiving an SMS reply soon, if there is a delay say the apology.
• Reply SMS to the sentence formal and flexible.
• Jump-start with a polite greeting, eg Sir or Madam.
• If you use abbreviations, use common abbreviations and easy to understand.
• End the SMS with your name and the name of the institution where you work. This would seem to be more formal and will allow your partner to identify your SMS, because it could be the person you SMS do not keep your number.
• If we are wrong to send SMS, immediately send an SMS containing an apology for having misdirected.
• If SMS is important that you send are not immediately received a reply, please confirm again by phone.
• Do not use all caps because it signifies anger.
• Say thank you at the end of the SMS.
• If the send / receive SMS messages that are important, do not immediately removed until the matter is finished.
• SMS on your end.