how to answer a phone call professionally
If you let the phone ring 5 times that is equal to 30 seconds. Keep a pen and paper next to you.
15 Communication Etiquette Rules Every Professional Needs To Know Business Etiquette Etiquette Communication
Get familiar with your phone and learn how to transfer calls.
. By clearly telling the caller your name and business it can help to clarify that they have called the right number. Be warm and welcoming. Pick at the second ring.
Americans would also say. Start with a professional and warm greeting. The average ring takes 6 seconds.
For example how may I help you. Keep track of calls by writing down the persons name the time they called and the reason. If the caller doesnt provide their name dont be.
How to Answer Phone Calls Professionally. Example Good morning. On the other hand answering a call on the first ring can catch people off guard.
Introduce yourself to the caller. That is just plain poor etiquette. It is important to always answer a phone call in a friendly and polite manner and have a good start even if you dont know who is calling.
Begin with something nice like Thank you for calling end with a How may I help you and be sure to slip your company name in. Thank you for calling. Why Learn How to Talk on the Phone Professionally.
During a phone call you can transmit more than your voice you can transfer emotions. When answering a professional call DO NOT say Hello or Hi. Ask how you can help them today.
Thank the customer for calling your company. Start with good morning good afternoon etc. Answer within three rings.
Do not answer the phone while eating or drinking. I will make sure to give him the message. If theres no one there politely tell the caller Im sorry.
Giving reasons for calling. Your job is to be courteous cheerful polite able and willing to show empathy to callers. Give Your Name and Name of the Business.
Start with a positive and pleasant attitude in case the caller is a potential client or prospect you want to impress. The right string of words will start off a conversation on good footing. Answer at the Second Ring.
If youre in a company with multiple departments you may want to give the department name. Greet the caller with Hi or Hello. Do not delay in picking it also.
Whoever is answering the phone should always make sure that the recipient is going to answer the phone before the call is transferred. Picking too quickly may take the client by surprise or unprepared while delaying to pick is not polite. Our live virtual receptionists have your back.
Promptly answer calls. Ask how you can help. Identify yourself as well as the other person.
Bob is away from his desk. Greet the caller in a friendly and enthusiastic manner such as Good morning or good afternoon. 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.
Greet with formal language. If youre the office pinch-hitter follow these five steps to flawless phone answering success. I have a meeting soon so I have to run.
I need to let you go. Here are 10 steps you can take to practice answering the phone professionally. Here are the essential components of a warm welcoming phone greeting.
It is a good practice to answer the call on the 3rd ring. No phone call is worth it when you can return it once youre finished and present a more professional image. Within three seconds of when you pick up the phone you want to drop your name and give the business name as well.
Greeting a lukewarm or skeptical caller with a cold impersonal tone can prompt them to turn to a competitor. For example This is Office Skills Training. Thanks for calling I have another phone call so I will need to let you go.
Recite the name of the business. Be an active listener. 40 Must-know English Phrases for Business Telephone Calls.
For example This is Mae Smith. For example a professional answer to an incoming business call could be. Delaying to answer your business phone calls also makes your company look unserious or lazy.
Answer by the third ring. 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. Picking up to quickly can also catch people off guard.
Hello doesnt cut it. Answer Right Away. Answer in a quiet environment.
Follow these 8 rules for good phone etiquette on the job. Ending Your Call. Let the caller finish and ask relevant follow up questions.
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. Its best to introduce the business and yourself when you answer. If possible aim to pick up the third ring.
Make sure that you get the callers name and create a personal connection. Politely introduce yourself and give a. Thanks for calling Company Name.
Speak appropriately and slowly for easier comprehension. 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. We should always standardize the way our answers on the telephone we can say use.
Not only is it easy to memorize. This is all to communicate to the person on the other end that theyre in the right place. For example the company name hello good morning good afternoon or good evening and ask how we can help.
If youre in a loud environment move somewhere quieter before answering the phone or turn down the music or television before answering. State your company name. 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.
Its best to write the information on a phone memo pad with carbon. Greet your caller graciously. I have a meeting soon so I gotta.
This keeps the calls organized in one place and when it isnt for you you can give a copy to the intended recipient. Thanks for calling and have a great day. Employ the best answer phrases.
Do not pick the call too quickly. Never blind transfer a caller to an individuals extension or voicemail box.
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