Answer The Phone

The way you answer a business telephone can make a huge impact in your dealings. Simply put, the first impression of a client or customer is formed by the way you speak on the phone. By giving the right impression, you can build instant rapport with the person.

Answer the Phone Quickly

Make it a point to answer the phone before the third ring. Taking too long to answer will give the idea you’re not interested in what they have to say.

Be Friendly and Informative

This is very basic but important; a friendly voice makes a very positive impression on people. When you answer a business telephone, always identify yourself and the company you represent.

For example: “Good morning. Silver Star Technologies, Joanne speaking. How may I help you?” By mentioning the company name, you save the person the trouble of asking if they have the right number.

Speak Clearly

Speak in a clear and moderate voice. Don’t speak so fast they can’t understand what you’re saying. Don’t mumble and answer the questions as clearly and directly as you can. Don’t go around the subject or veer off on other topics.

Don’t use slang or informal words (‘OK”, “sure”, “gonna”, “aint” etc). Avoid using filler words like “uh”, “um”, “ah”, “you know”, “geez” etc. Instead of saying “I don’t know”, say something like “Allow me to find that out for you.”

Get Messages Right

When you answer a business telephone and are asked to relay a message, make certain you have the info right. Don’t hesitate to ask again if you can’t get their name or message right.

If it helps, you can repeat the message. For example you can say “Thank you, Mr. Smith, I will inform Mr. Davis that you want….” Tell the message recipient at the soonest possible time.

Answer Calls in a Single Business Day

This is one of the best ways to give the impression your company is easy to do business with.

How to Put Callers on Hold

If you answer a business telephone and have to put someone on hold, always permission from the person. If they say yes, update them every 30 seconds. Tell them the line is still busy. Ask if they would prefer to be called later.

How to Use Answering Machines Properly

The message must be clear, moderately voiced and friendly. It should provide the caller with any vital info about the business before making a recording. Always update the machine when necessary. If the business is closed for the holidays, your answering machine must reflect this fact.

Keep Your Cool

This can be hard especially if the caller is irate or being unreasonable. You just have to practice being patient. Just try to explain the facts as clearly as you can. Don’t forget to say thank you, no matter what the attitude of the caller may be.

The way you answer a business telephone can spell the difference between invoking a positive feeling and turning off a customer instantly. By answering in the proper manner, the initial impressions you create will be positive.