When you’re trying to come up with a professional phone greeting for your small business, you may struggle with narrowing down the right wording to sound appealing and professional.
When you normally answer the phone at work, do you have a good way to respond to your clients?
You may not be aware of your tone, the caller’s feeling towards you in that call, or be able to detect if you are being thorough in your responses.
Having a professional phone greeting scripted is the perfect way to ensure your clients are treated with respect and kindness every single time they call. Here’s a look at professional phone greetings for businesses and how to make a great one for yours.
Does the way you answer the phone matter?
While you may think it’s just a phone conversation and it can’t be that big of a deal, it really is. The impression you make on the phone with potential clients is going to stick with them. In addition, the way you answer the phone sets the tone for the entire conversation, so a poor phone greeting could result in lost business opportunities.
A caller that notices your pleasant voice and attitude may be even more eager to do business with your company and to refer their friends. This is an essential time to impress a client because it could mean the difference between this person choosing your company over the competition.
How to make a great first impression
One way to make the first impression a great one is to start off with the most important information. When a client calls in, your phone greeting should not only be brief and with a pleasant tone, it should state the most important information.
This means that your company name, your name and offering to assist the person is what needs to be mentioned in the phone greeting. A great example of a professional phone greeting could be:
“Thank you for calling Smith Law Office. This is Jenny. How may I assist you?”
Keep it brief and positive
Make sure your phone greeting isn’t so long that your customer feels their time is being wasted or that they aren’t able to do any of the talking. A long-winded greeting will sound scripted and impersonal. Have your phone greeter keep it brief, especially when your potential client is in a rush. They also may feel distracted from the reason they called because they are overwhelmed by the long greeting.
Every phone greeting should be pleasant and professional. It’s easy for a customer to pick up on the mood of the person answering the phone, so if the person answering seems cheerful and positive, it may rub off on a potential client wanting to do business with you.
Be sure to answer the phone while sitting up straight and smiling to ensure you sound pleasant.
Be sincere and feel free to change up the basic greeting if it will allow you or your employees to be more genuine. Before you hang up, ask if there is anything else you can assist the client with before they let you go in case they forgot something.
Make sure your professional phone greeting follows these guidelines and also is appropriate for your business or industry. Consider what information they are calling for and what they are expecting to hear when they call when you are constructing a great phone greeting. Always stay professional and courteous and your phone greeting will follow.