Friday, December 14, 2012

Receiving Call from Japanese Client

Check Points while receiving a call 「電話を受ける ー チェック ポイント」

Below are the points one should take care while receiving the call from Japanese counterpart.


1. Answer within 3 rings

 
Why - It is not good to make client wait, so always answer the call within 3 rings.

- It is always good to answer the call within 3 rings, or else if you are answering the call after 3 rings then apologies to the caller, for answering late.
 
If you answer within 4-5 rings – Omataseitashimashita  [お待たせ致しました。]
If you answer after 5-6 rings – Taihen Omataseitashimashita [大変お待たせ致しました。]
 

2. Be cautious about  the noise of surrounding


Why - If there is a noise of loud conversation in the background it will leave the bad impression on the client. 
 
- Request the people near you to keep quiet or speak slowly, while you are on the call.
 

3. Always speak in a audible and clear voice


Why - Since caller cannot see you over the phone, your voice will leave the good or bad impression on the caller.
 
- Always speak in an audible, clear and cherish voice.
 

4. Don’t do another work while speaking over the phone


Why - You won’t be able to concentrate in conversation, might miss some important point of conversation.
 
- Don’t eat, drink and type on keyboard while speaking over the phone.

5. Always put the phone on mute while confirming something within organization


Why – There would be some confidential information you would not want to pass on to the client

- Put phone on mute while confirming something or checking information in your system.

6. Make note of conversation


Why – In case you have to convey or confirm something within the company, you can brief about the conversation with client/caller.
 
- Keep pen and paper with your phone all the time
- Always ask for the caller’s company name, name, telephone no. and purpose of call.
 
Above points can help you to leave the good impression on your Japanese clients. By taking care of these basic points you can create a good impression of your company.

For basic conversation read article電話を受ける - Receiving Call
 

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