You may have someone that answers your phone for you, but occasionally you have to be your own receptionist. When the time comes for you to answer your business phone, you should make sure you do it in the right way. Here are eight tips to help you answer your phone in the proper manner:
Before the Second Ring
Everybody says you should answer the phone before the third ring. However, if you want to beat your competition, you have to one up them. Answer the phone before it rings twice and you will stay ahead of your competition. This will also show the caller you find their call to be very important.
Be Ready to Answer
“Always be prepared” might be the motto of the Boy Scouts, but it should be your motto when you answer the phone too. Have a pen and notepad ready to take notes and keep any customer information available so that you don’t have to put them on hold.
One of the most important things when taking a phone call is your professionalism. Greet the caller in a short, yet professional way. You may even want to write your greeting down and practice it. Sometimes, recording the greeting and hearing it back can help you perfect the way you answer the phone.
Listen to the Caller
You’ve answered the phone before the second call, you have a pen and notepad, you used a professional greeting, but then you don’t listen to the caller. This is just a recipe for disaster. Make sure you listen to the caller and stay active with your listing. Take notes, ask for clarification and make sure they feel heard.
Even if you’re having the worst day in the world, make sure you stay friendly. The caller may only be placing a small order or may just have a question, but they could become a huge client in the future. It’s also not necessary to ruin their day just because you’re having a bad day.
Speak Directly into the Mouthpiece
If the caller cannot hear you, it could make the call very awkward. You want to make sure they can hear you clearly, which means you need to speak directly into the mouthpiece of your telephone or headset.
Know How to Use the Hold Button
The last thing you want to do is ask a caller if they mind holding and not actually put them on hold. They may hear something they are not supposed to hear or may just find it rude that they can hear your office noise. Make sure you know how to use the hold button and make sure the caller is on hold before you take on another conversation.
Finish the Calls Politely
When it’s time to hang up, make sure to thank the caller with a formal good-bye. Don’t just say, “good-bye” and hang up. Always ask if there is anything else you can help them with and thank them before saying good-bye and hanging up the phone.
These eight tips will make it easier to answer your own phone with a professional attitude. You will be able to impress callers and they will feel important because you will be treating them with respect over the phone.