043_Taking_Messages

043_Taking_Messages

Last week we looked at how to leave messages, but what about taking messages on the telephone? Nichibei Student Misa asks about this and Instructor Scott Seeley is kind enough to help her out.

Kevin:

Hello everyone and welcome to Nichibei Kaiwa Gakuin Podcasting. A great way to review English words and phrases. My name is Kevin Jones. This week, we’re with Nichibei student Misa. Hello Misa.

Misa:

Hello Kevin.

Kevin:

And also with us here today is Nichibei instructor Scott Seeley.

Scott Seeley:

Good to be here.

Kevin:

MIsa, you’re in the two year daytime intensive course. Is that right?

Misa:

That’s right.

Kevin:

So, how long have you been studying at Nichibei now?

Misa:

About eight months.

Kevin:

Misa, there are a lot of language schools in Tokyo, why did you choose Nichibei?

Misa:

Well, it has a good reputation for one thing and I really like the feel here.

Kevin:

What do you mean exactly?

Misa:

I mean it feels like a real school, not just another English salon. I really like the teachers too.

Kevin:

Thanks Misa. So what kind of question do you have for us today?

Misa:

Well, I was listening to the last episode….

Kevin:

Episode 42. Leaving Messages?

Misa:

Yeah, that one. Well, my problem is just the opposite of Mariko. I often have to take messages on the phone and sometimes I have a lot of trouble because the person is speaking too fast, or I don’t know the most polite phrases. So if you could give me any advice on taking messages, I’d really appreciate it.

Kevin:

OK I’ve got it. Well, at this point I’d like to turn to our instructor for this episode, Scott Seeley. Scott. What can you suggest for Misa?

Scott Seeley:

In your last episode you started out with a test call. Can we start the same way this time?

Kevin:

That should be no problem. Misa, why don’t you go into the next room and answer the phone when we call. Let’s say you work for XYZ corporation. We’ll ask to speak to Mr. Takanashi but he is on a business trip until next Tuesday. OK?

Misa:

Yeah. What company do I work for?

Kevin:

XYZ Corporation.

Misa:

XYZ Corporation. OK.

Scott Seeley:

OK, let’s see how Misa does with taking messages. Kevin, what’s the extension of the phone in the next room?

Kevin:

Let me see… extension 212.

Scott Seeley:

OK. 212.

Misa:

Good Morning XYZ Corporation.

Scott Seeley:

Good morning. This is John Stewart. Could I speak to Mr. Takanashi please.

Misa:

No, Mr. Takanashi isn’t here.

Scott Seeley:

Is he coming back today?

Misa:

Ah, no. He’s coming back next week?

Scott Seeley:

Could I leave a message?

Misa:

Yes.

Scott Seeley:

Tell him that I’ve got to reschedule our meeting on Wednesday the 29th. Could you ask him if we can change it from 11am to 3pm or later. My number is 228-7675

Misa:

I’m sorry I can’t hear that. so , please…please once more.

Scott Seeley:

Let’s stop there. Misa, come back in here.

Misa:

Oh, I’m sorry.

Scott Seeley:

No need to apologize. Your communication was OK. I just want to help you brush up on points I heard. For example, when you answer the phone at work, perhaps you should give your name too. Like this…’Good morning. XYZ Corporation. This is Scott Seeley’ or ‘Scott Seeley speaking’. Now, you try.

Misa:

Good morning, XYZ Corporation. Misa Yamada speaking.

Scott Seeley:

Sounds good. Now…next.
Did you notice that I had to ask a lot of questions?
You should try to give information first. It should sound like this.
‘Mr. Takanashi is on a business trip until next Tuesday.’
OK? And you should also offer to take a message at the same time. With a the phase ‘Could I take a message?’ Now, try to put those together.

Misa:

Mr. Takanashi is on a business trip until next Tuesday.
Could I take a message?

Scott Seeley:

Excellent. That sounded good. Now I have one more suggestion. Kevin, do we have time?

Kevin:

Sure. Go ahead.

Scott Seeley:

When you need to control the speaking speed of someone, try this phrase. ‘Could you repeat that more slowly?’

Misa:

Could you repeat that more slowly?

Scott Seeley:

Here’re two more suggestions. Just write down the basic message. Not the full sentence. Then repeat the message back to the caller to check the information. Finally, end the conversation by saying ‘I’ll be sure to give him the message’.

Misa:

I’ll be sure to give him the message.

Scott Seeley:

Good. Now, let’s give it another try. Misa, go next door.

Misa:

OK

Misa:

Good Morning XYZ Corporation.

Scott Seeley:

Good morning. This is John Stewart. Could I speak to Mr. Takanashi please.

Misa:

I’m sorry, Mr. Takanashi is on a business trip until next Tuesday. Could I take a message?.

Scott Seeley:

Tell him that I’ve got to reschedule our meeting on Wednesday the 29th. Could you ask him if we can change it from 11am to 3pm or later. My number is 228-7675

Misa:

I’m sorry could you repeat that more slowly?

Scott Seeley:

Sure. I must reschedule our meeting on Wednesday the 29th. Ask him if 3 p.m. or later is OK. My number is 228-7675.

Misa:

OK. You name is John Stewart and you must reschedule meeting on the 29th to 3pm or later. Your number is 228-7675.

Scott Seeley:

That’s it. Thank you.

Misa:

Thank you. I’ll be sure to give him the message.

Scott Seeley:

Thank you. Goodbye.

Misa:

Goodbye.

Scott Seeley:

Excellent! That was great.

Misa:

Thank you.

Scott Seeley:

That sounded much better.

Misa:

Thank was good. Thanks for your help.

Scott Seeley:

My pleasure.

Kevin:

Now, let’s repeat some of the key phrases from this episode.
Could I take a Message?
Could you repeat that more slowly?
I’ll be sure to give him the message.

END