Business Administration Essay

1.1 limn the contrasting features of resound remainss and how to use themTele squall remainss contain many different functions eg hold, ca-ca a mood, give nonice and making a c wholly. Thousands of arrangings use the knell system as it is a reli satisfactory and sonant focusing to while away clients and fellow fellow workers. Putting a chitchat on hold entrust stick out you leave your work space to perhaps ingest documents, ask colleagues some questions or find other colleague to deal with the call. Another function of the rally is transferring calls, if a client calls the reception desk and asks for a colleague because you can transfer the call apply the extension number. This is a fast an effective outline as it allows you to transfer the call straight away, with no interruptions. Furthermore, another function of the bid is the ability to ignore a call. Ignoring a phone call isnt professional but sometimes it may occur, a blocked number may call and then yo u produce the choice to either ignore it or answer.1.2 Give reasons for identifying the purpose of a call in the first place making itIdentifying the purpose of the call allows you to prep atomic number 18 yourself forwardshand the call. Knowing and planning what you ar going to tell apart is an excellent strategy to have. Writing d protest all of the facts and having the right phone number to call is essential, cosmos confident and knowing the purpose of the phone call is a great way to show that you are professional. If you go intot prepare yourself before a phone call it can come crosswise unprofessional, saying words such as erm and alike(p) shows the recipient that you are unsure of the points you are arduous to get across.1.3 break different ways of commenceing the appoints and numbers of people that need to be contacted on that point are many different ways to obtain personal development such as the score of a client or their phone number. In working situatio ns you can ask your Manager, HR, phone directory or even email the client. Human Resources will commonly have a phone book or a business card holder that could have the clients prenomen and number. Also your Manager should have a list of clients that they associate with, they can give you the name of the person you are judgeing to contact and a number. Furthermore, you can look in your cheeks phone directory, they should have the clients details in there, along with an email address or a phone number.1.4 Describe how to use a telephone system to make contact with people inside and exterior an 0rganisation Telephone systems are a great way for colleagues to communicate during working hours. Colleagues are able to transfer and divert calls to each other, or even take messages for each other. Also, it is a quick and easy way to get hold of other colleagues/people. Furthermore, you are able to contact clients and potential business partners via phone, it is a sincere and effective manner of contacting someone that is virtually scuffle free. If you try to call the client/colleague and they dont answer, you can always leave a voice mail with them so they can contact you later on in the day/at a later date.1.5 develop the purpose of big a validatory image of self and own organisationIt is important to present a positive image of you and your organisation to influence people in taking you seriously. This attracts the best workforce when employment opportunities lift in the organisation and the best clients when attracting business. All this translates into damp returns and a higher profitability for the organisation. You are pass judgment to present a positive image of yourself and your organisation because you will be able to listen to and suck in the schooling that others are giving you, ask questions, when necessary, declare oneself cultivation to other people clearly and accurately, put forward to and allow others to contribute to, discussions, se lect and read write information that contains the information you need, communicate intumesce in writing, establish good working relationships with other people.1.6 Explain the purpose of summarising the outcomes of a telephoneconversation before ending the callIt is important to summarise the outcomes of a telephone conversation so that both parties determine on what has been said and there are no confusions, objectives are clean and the information is fresh in the mind for both parties to write down or relay to another call. You cannot check out the recipients reactions during the conversation so a verbal substantiation of the outcomes is an essential way to know whether or not someone has misunderstood or has any qualms.1.7 Describe how to identify jobs and who to refer them toWhen a call comes into the stead always take a name (full name if affirmable and preferably) and the accompany they are calling from, try and obtain from the caller either what the problem is. go under the message along to relevant staff and see what information can be found to resolving the problem. If this is not possible try and locate a portion of staff who can help from the information obtained from the caller eg If there is a payment problem then transfer the phone call to Lauren, she will be able to help the caller with the problem.1.8 Describe organisation structures and communicating impart within an organisationStaff have a role, shared finality making, specialisation is possible.1. Decisions pass down formal bring from managers to staff members.2. Information flows up formal channels from staff to managers.3. Entrepreneurial decisions are made centrally4. Matrix staff with specific skills join take to teams, each individual has a responsibility.5. Independent seen in professions where organisations provide support systems and little elseChannels of communication- communication in organisations follow paths or channels. Communication amidst managers and su bordinates is known asvertical communication this is because the information flows up or down the hierarchy. Channels amidst departments or functions involve lateral communication. As well as formal channels of communication, information in any case passes through an organisation informally. Communication is not empty until feedback has been received.1.1 Describe how to follow organisational procedures when making a telephone callAlways introduce yourself including name and company you are calling from, if prior know solicit to talk to the member of staff/department you are calling for. If not explain why you are calling and request help on mess staff that can help. When connected have questions progress to or know exactly what information is required. At end summarise call and recap information to check accuracy.1.2 Explain how to report telephone system faultsBeing as exact as possible will help the fault be restored asap. carry on notes such as when did the problem first o ccur, how give away is it happening, what conditions are occurring, can you restart or readapt the equipment ect. Then once you have made a note of these problems/answers you can inform a member of staff of the fault and try contacting service providers for assistance.