Making a good first impression is vital to the success of your company. You need to be able to impress those calling, whether for the first time or as a repeat caller. Here are a few steps to help with making a great first impression over the phone:
Determine the Relationship
Recognizing the type of relationship you have with the caller is the first step. You will need to treat a first time caller different than somebody you have spoken with before.
If you don’t know the person, stick to the point of the call and keep it short. They may not have a large amount of time to talk. However, if you know the caller, relate to them on a personal level.
Use the Right Volume
When you answer the phone, you don’t want to be too loud or too quiet. You want to speak clearly and use proper grammar. This will ensure the person understands what you are saying without feeling like you are yelling at them.
Use a Proper Introduction
Answering a business phone is quite different than your personal phone. You need to make sure you use a proper introduction with your name and a greeting. You may even want to mention your position with the company and the company name.
Actively Listen to the Caller
You want to make sure the caller feels that you are genuinely interested in what they have to say. Actively listen, write things down (as necessary) and make sure you are paying attention to what they need.
Leave your Personal Issues out of the Call
Letting a bad day get in the way of a good first impression can cost you business. Even if you have a ton of personal things going on, don’t let it get in the way when you are on the phone representing your business. It’s not the caller’s issue and you need to keep the personal stuff to yourself.
Avoid Eating or Chewing Gum on the Phone
Anything that could be distracting needs go to. If you are chewing gum or eating while on the phone, you won’t make a very good impression with the person on the other line. Put it all away before you answer the phone.
Answer before the Phone Rings Three Times
One of the best things you can do is answer the phone quickly. As soon as a caller feels like they may end up in the voicemail box, they may start to get frustrated. Make sure to answer before the phone rings 3 times.
You need to make sure the first impression a caller gets is amazing. The better you are on the phone, the easier it will be to impress callers. If you know answering the phone isn’t your strength, it may be time to hire a professional.
With the right virtual receptionist service, you will gain professionals highly capable of giving each caller a great first impression. This can help ensure your company provides better customer service and every caller feels important.