7 Best Ways to Answer the Phone Professionally
If you’re a receptionist, you may have a lot of responsibilities. One of the most important call centre responsibility may include answering the phone where you work. It’s essential to use the right tone if you want to avoid losing clients or customers. Your voice is the first one that others will hear, and it’s important to sound professional.
No matter what job you have, it’s essential to have the right phone etiquette. The things you say on the phone can make a massive difference for the business. Keeping customers and working to get new ones is just one aspect of any successful company.
Working to improve your phone voice and avoiding the wrong things could be the key to maintaining your job. You can make the best impression, increase your sales, and please your current customers when you know what to say. Here are the seven best ways to answer the phone:
1. Answer quickly
You don’t want to have customers waiting a long time until the phone is answered. This could lead to lost sales and many individuals merely hanging up on the other end.
It’s a good idea to keep in mind that people are impatient when looking for a service or product. You never want to wait past the third ring if possible, to answer.
However, it’s ideal to pick up the phone as fast as you can, even if this is on the first or second ring. Doing this will indeed be to the advantage of your company and will allow you to get it out of the way.
2. Use a professional voice
Answering the phone at work is a lot different than doing so when you’re at home. It’s always ideal to use a friendly tone and speak just loud enough for the other person to hear you.
Don’t talk too loudly or yell at any time if you wish to make the best impression possible. Answer the phone with your most professional sounding voice.
Another thing you’ll want to do is to try and keep your accent to a minimum. It may be a good idea to work on your phone answering voice in the privacy of your home.
3. Speak clearly
It’s essential to speak clearly into the phone where others can understand you with ease. Never mutter or talk too low if you wish to communicate well on the line.
You may need to speak a little louder in some situations if there is noise in the background. However, it’s important to keep your tone even and your voice as clear as possible.
Doing this will allow the person on the receiving end to hear you loud and clearly. Think of how you’d talk to another person in person and use this method of speaking but keep it professional.
4. Greet the caller
It’s always a great idea to address the caller with a nice and warm greeting. For instance, is it the morning, afternoon, or evening?
Always answer the phone with a nice and thoughtful greeting. This can allow your caller to want to stay on the line and could make a significant difference in how your business may be received.
Never answer the phone with a gruff hello because this isn’t professional at all and may even cause you to lose customers.
5. Maintain a positive attitude
You’ll want to work to always keep the call positive. This means never saying anything rude or impolite to the other person.
This is especially true if you’re dealing with a bad customer experience. It can be too easy to get overly frustrated and not be as nice as you should.
However, you’ll simply want to take your time in and try to stay positive regardless of what the call is about you’re answering. Doing this can enable to keep the customer happy and is very important for maintaining your job.
6. Inquire about the call
There are many reasons a person may call a company. For instance, this could be to obtain a sale, return a product or speak to an employee.
You’ll want to always ask why the person is calling once you greet this individual. This will allow you to know better how to handle the call and avoid directing the person to the wrong location.
7. Always end the call politely
One thing you’ll want to remember to do when talking on the phone is being polite. This never means just hanging up the line without letting the other person know you’re going to do so.
Merely saying a simple good-bye is an ideal method for ending a call. This will be appreciated by the person you’re speaking to and can allow for the perfect end to any conversation.