how to answer a phone call professionally
Greet the caller with Hi or Hello. Your tone on the phone is like your face.
How To Handle Telephone Calls In A Businesslike Manner Phone Etiquette Telephone Call Etiquette And Manners
Thanks for calling Company Name.
. Offer a greeting. Greeting a lukewarm or skeptical caller with a cold impersonal tone can prompt them to turn to a competitor. Keep in mind that your voice on the phone may well be a customers only impression of the company.
When youre answering a telephone call welcome the caller to your name and company By utilising a welcoming script your customers will feel at ease and will ensure they have reached the right company department from the offset. Answer at the Second Ring. For a directory press 1.
By clearly telling the caller your name and business it can help to clarify that they have called the right number. For sales press 2 accounting press 3 marketing press 4 along with 4 other options. This is Susan how can I help you.
Following up on the expectation of responsiveness from the customer dont let the phone ring more than three times. Here are 10 steps you can take to practice answering the phone professionally. The answer is sitting literally right in front of you.
When you answer the phone for an interview do so with great energy while remaining professional. Get familiar with your phone and learn how to transfer calls. How to Answer Phone Calls Professionally.
We cant stress this enough. Your job is to be courteous cheerful polite able and willing to show empathy to callers. 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.
If youre going to answer the phone with an automated attendant the proper etiquette is to keep the options on the main auto attendant menu short. If youre in a loud environment move somewhere quieter before answering the phone or turn down the music or television before answering. Step 1 Keep a pen and paper next to you.
Answering the Phone. Any business call at all you dont want to leave the other person waiting. Here are the essential components of a warm welcoming phone greeting.
Dont Let the Call Ring More Than Three Times. Answer by the third ring. Be an active listener.
Employ the best answer phrases. Hello this is Susan is an infinitely more professional way to answer a call than a simple Hi. Follow these 8 rules for good phone etiquette on the job.
Answer by the third ring. Picking up to quickly can also catch people off guard. It is a good practice to answer the call on the 3rd ring.
Ask before you put someone on hold. Its best to write the information on a phone memo pad with carbon. Pick at the second ring.
Its best to introduce the business and yourself when you answer. Keep track of calls by writing down the persons name the time they called and the reason. You want to be in a place thats quiet enough so that you can hear the person talking to you and they can hear your responses.
Here are two formats you might use to do so. Out of respect for the callers time try answering any call by the third ring or send it to voicemail if you are unavailable rather than letting it continue ringing. Consider Your Tone.
The average ring takes 6 seconds. Browse Get Results Instantly. HOW TO ANSWER THE PHONE AT WORK LIKE A PRO Whats the best way to answer the phone at work.
Maybe 1 for sales and 2 for support. Speak with a smile. Here are some best guidelines on how to answer business calls professionally.
When you answer the phone make a point of speaking with a friendly tone of voice regardless of how you feel that day some say that smiling as you talk can make you sound more cheerful. Auralis Can Help You Find Multiples Results Within Seconds. The best calls begin with someone answering the phone saying Hello this is _____.
Professional Good morning good afternoon this is Susan. All businesses have a receptionist or phone operator. When you answer the phone at your job youll want to always greet the caller professionally.
Answer in a quiet environment. Take messages accurately. Youre speaking to your name.
During a phone call you can transmit more than your voice you can transfer emotions. These people are often trained in the art of transferring incoming calls to the correct person and while no one is undermining the elegance of being able to press the correct extension fluidly the physical phone. 40 Must-know English Phrases for Business Telephone Calls Taking a call.
Do not pick the call too quickly. How can I help you. This is business name.
Picking too quickly may take the client by surprise or unprepared while delaying to pick is not polite. If you let the phone ring 5 times that is equal to 30 seconds. Do not delay in picking it also.
Its courteous to pick up the phone promptly to avoid making callers wait. Its courteous to pick up the phone promptly to avoid making callers wait. The right string of words will start off a conversation on good footing.
How do you answer a professional phone call. Ad Search For Info About Virtual phone answering service. How to answer the phone professionally isnt rocket science.
Start with good morning good afternoon etc. Ask how you can help. Follow these ten tips to learn how to answer your phone calls professionally and win business successfully.
Company name your name speaking how may I help you. Recite the name of the business. Let the caller finish and ask relevant follow up questions.
Answer within three rings. Thank the customer for calling your company. Personal Hello thank you for calling name of company.
This keeps the calls organized in one place and when it isnt for you you can give a copy to the intended recipientStep 2 Answer the phone in as few rings as possible. Promptly answer calls. These 6 important steps will help you make each phone interaction an amazing customer service experience.
Delaying to answer your business phone calls also makes your company look unserious or lazy. For example a professional answer to an incoming business call could be. Be warm and welcoming.
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