Human Resources Department

Training

Telephone Guidelines
If you call someone:

1. Always identify yourself and the pe rson you wish to talk to “Hello, this is Tom from
Geoservices. May I speak with Harry the Company Man?”
2. If matter is urgent, ensure that the concerned party understands that it is necessary
to inform them of the matter in hand. If the matter is not urgent check that the time is
right to talk.
3. Give the pers on all the facts in a short conci se accurate form, having earlier
prepared yourself with all the facts and information required.
4. Inform the person of the follow up steps that are to be taken or have been done.
5. Document the call & information given in the unit diary, file or as a comment on the
computers/charts

If someone calls from the rig or town asking for information.

1. If the ca lling party is known and autho rized to receive information, give them the
required information.
2. If the ca lling party is unknown or pa rtially known or unauth orized follow the nex t
steps.
a. If the calling party is unknown or partially known and you don’ t know if they
have authorization to have the information, excuse yourself and ask for their
contact details telling them that you will call back with the information.
b. Find out from the company man or Geologist regarding the caller and if he’s
authorized then ca ll back and apologise about the de lay or procedure and
give them all the information required (having prepared all your information
before hand).
3. Document the call & information given in the unit diary, file or as a comment on the
computers/charts.

If you have to take a message for someone.

1. Identify yourself.

2. Identify the caller and his location.

3. Take down message details completely in the unit diary or file.

4. Read the m essage back to th em to make sure you h ave got it down properly &
completely.

5. Find out abou t the urge ncy of the m essage (should you g ive it to th e concerned
person immediately or when available?)

6. Locate the person whose message you have to give as soon as possible and as per
urgency of the message and give the complete message to them.