How to Answer the Phone Professionally at Your Business

Everybody at your company has to understand how to answer the phone professionally, not only the secretary or the client rep. You will never know if the man who is designed to answer the telephone will be not able to do this and someone else will probably soon be stepping in and picking it up (particularly if you’re working a house business). In these times of texting and email, the telephone remains most company’s main point of contact clients along with the way that your institution’s telephone is answered will make your client’s first impression of your company.

When the individual answering the telephone is incorrect, it can be that client’s final impression, also! Here is the way to answer the telephone correctly and acquire company rather than losing it.

• If you answer your telephone, be hot, enthusiastic, and specialist . Your voice on the telephone is occasionally the sole impression of your business a caller will receive. Say, for example,”Good morning. Cypress Technologies. Susan speaking. How may I assist you?” Nobody should ever need to ask if they have reached such and such a small business.
  Enunciate clearly, maintain your voice quantity medium, and talk slowly and clearly when answering the telephone so that your caller can know you easily.
• Control your speech when answering the telephone. If you are someone who utilizes fillers when you talk, like”uh huh”,”um”, or phrases like”like” or”you know”, train yourself not to use them when you talk on the telephone. (Know more about the address issue of using fillers and also the way to address the issue .)
• Teach your voice and language to be positive if telephone answering, even on a”down” day. A favorable vocabulary is one which focuses on assisting the client. By way of instance, instead of stating,”I do not know”, state,”I want to find out about this for you.”
• When you answer the telephone, take telephone messages completely and correctly. When there’s something you do not know or can not describe, like a individual’s surname, ask the caller to repeat it or describe it to you.
• Then ensure that the message gets to the intended receiver.
  If individuals have needed to leave you messages, then answer all of your telephone calls within a business day. I can not emphasize this one enough. The first caller could purchase the contract, the purchase , the issue resolved… and fortify the positive impression of your company you need to circulate. Few things annoy callers attempting to accomplish your company more than unreturned calls.
• Constantly ask the caller if it is all right to place her on hold when answering the telephone, and do not leave people on hold. Give them options if at all possible, for example”That point remains occupied. Are you going to continue to hold or if I’ve ________ phone you back?”
• Do not use a speaker telephone unless absolutely needed. Speaker telephones provide the caller the impression that you are not entirely concentrating on his telephone, and make him believe that his telephone is not confidential. The only time to use a speaker phone is if you want more than 1 individual to be in on the conversation in the end. Ask the caller in case you can set them on speaker phone until you get it done.
• Should you use voice mail or an answering machine to answer calls if you can not, be certain you have a professional message listed, which does exactly the exact same thing as trick #3, and supplies callers any other relevant information before it documents their messages. As an example, if your company will be closed for a vacation, upgrade your voice email message to say and to state when your company will reopen.
• Teach everybody else that will answer the telephone to answer exactly the identical manner, including other household members if you are conducting a home-based small business . Assess on how your company’s phone has been answered by phoning in and seeing whether the phone has been answered in a professional way. When they don’t pass the exam, go on this”the best way to answer the telephone” listing with them to ensure everyone at your company knows how to answer telephone calls correctly.​