how to answer a phone call professionally
Keep a pen and paper next to you. By clearly telling the caller your name and business it can help to clarify that they have called the right number.
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Whoever is answering the phone should always make sure that the recipient is going to answer the phone before the call is transferred.
. The average length of a single ring is about six seconds so if you let your phone ring five times you re looking for a 30-second wait which may make your callers feel frustrated. Thanks for calling Company Name. Greet the caller with Hi or Hello.
If youre a person who uses fillers when you speak such as um or phrases such as like and you know train. Do not answer the phone while eating or drinking. When you learn of the callers name remember whom youre speaking to throughout the call By referencing the callers name the caller will feel more comforted that youre pro-actively listening and attending to their needs.
On the other hand answering a call on the first ring can catch people off guard. Answer With a Positive Greeting. For example This is Office Skills Training.
Example Good morning. Speak slowly clearly and professionally. Here are the essential components of a warm welcoming phone greeting.
A lot of reps who use the phone will put a smile on it before they pick up. Get familiar with your phone and learn how to transfer calls. Bob is away from his desk.
Delaying to answer your business phone calls also makes your company look unserious or lazy. The customer who contacts your company is going to base his perception of your company products and services on the attention he gets from speaking with you so answering phone calls professionally is very important. For example a professional answer to an incoming business call could be.
No phone call is worth it when you can return it once youre finished and present a more professional image. Do not pick the call too quickly. Speak appropriately and slowly for easier comprehension.
While the customer service techniques you use throughout a call may differ depending on the organization you work for and who youre talking to answering the phone professionally is typically a standard practice. Greeting a lukewarm or skeptical caller with a cold impersonal tone can prompt them to turn to a competitor. Be an active listener.
Your job is to be courteous cheerful polite able and willing to show empathy to callers. Answer by the third ring. How to Answer Phone Calls Professionally.
State your company name. Greet the caller in a friendly and enthusiastic manner such as Good morning or good afternoon. Never blind transfer a caller to an individuals extension or voicemail box.
The person on the other end you want them to feel like youre positive and ready to help. Introduce yourself to the caller. Pick at the second ring.
Let the caller finish and ask relevant follow up questions. This keeps the calls organized in one place and when it isnt for you you can give a copy to the intended recipient. Smiling prevents you from raising your voice at your client.
Recite the name of the business. Identify yourself as well as the other person. Follow these 8 rules for good phone etiquette on the job.
Dont use slang or buzzwords. Decide beforehand how you will greet the person on the other hand. An excited Hello or a Good morning is excellent.
Here are 10 steps you can take to practice answering the phone professionally. Make sure that you get the callers name and create a personal connection. Answer at the Second Ring.
Answer within three rings. If you are talking on the phone with a negative posture frowning face and defensive attitude it will come across in your voice. If possible aim to pick up the third ring.
Therefore instead of saying Ok say Certainly or Very well. If theres no one there politely tell the caller Im sorry. Its best to write the information on a phone memo pad with carbon.
Ask how you can help. That is just plain poor etiquette. If the caller doesnt provide their name dont be.
Keep track of calls by writing down the persons name the time they called and the reason. For example how may I help you. Its best to introduce the business and yourself when you answer.
Do not delay in picking it also. For example This is Mae Smith. Picking too quickly may take the client by surprise or unprepared while delaying to pick is not polite.
Enunciate every word and avoid using sloppy language like uh-huh yeah or nope. Your language when answering a phone call will give a tremendous impact of your companys reputation.
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