Procedure - Phone Use

Section: Human Resource Procedure 
Procedure Owner: Ignition633 Ministries Nigeria Human Resources  
Procedure Name: Phone Use Procedure   
Origination Date: October 2024

Purpose
This procedure provides guidelines for proper phone etiquette in the Media Department at Ignition633 Nigeria. It ensures all phone interactions are professional, courteous, and reflective of the ministry’s standards.

Scope
This procedure applies to all team members in the Media Department who handle phone calls, ensuring consistent communication with internal and external contacts.

Phone use Procedure
Before You Answer
Please be sure the person on the other end can hear you. Before you pick up the phone, make sure there is no background noise, such as music or loud talking. The phone should be answered within three rings.

Greeting
Answer kindly
"Media Department, this is (your name.)."

Clarify
Repeat what you heard them communicating to make sure you understood correctly.
If you need help understanding, say, "Sorry, I don't understand. Can you repeat that?" If you still do not know what they are saying, put the person on hold and ask a coworker to help you. "Please hold, and I will get someone to help you."

Know Your Department
Know your department well to answer questions about platforms for posting media content or video editing software. If unsure, ask someone who knows: "Please hold while I find the answer."

Goodbye
End your call with a pleasant "goodbye" and allow the person on the other line to hang up first.

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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly. 

For any questions or further assistance regarding this procedure, employees should contact the HR department at hr.nigeria@ignition633.org.