[header] How to speak professionally on the phone [title] Keep a pen and paper next to you. [step] Keep track of calls by writing down the person's name, the time he or she called, and the reason. It's best to write the information on a phone memo pad with carbon. 
This keeps the calls organized in one place, and when it isn't for you, you can give a copy to the intended recipient. [title] Answer the phone in as few rings as possible.