When it comes to verifying information from a caller, it can be a bit of an interesting process. Sometimes you want to skip this process if at all possible. But other times you have to verify the information. Here are some of the best ways you can go about verifying information when you take a call.
Guess the Spelling
If the caller has a very familiar name, don’t be afraid to guess the spelling. Even if you’re off on a letter or two, this won’t be much of a big deal and the caller will appreciate that you tried.
When you are not familiar with the name, you don’t want to take a guess. Instead, you want to ask the caller if they mind spelling their name for you. During the spelling, you may need to verify a few letters, as many sound the same.
Check the Caller ID
When you have access to the caller ID, you should use it. However, you want to make sure you verify spelling if the name is very uncommon, since caller ID isn’t always 100% accurate.
Make sure it’s Accurate the First Time
Callers don’t like it when you try to verify their information multiple times. However, you need to make sure the information you get from them is accurate. There are many ways to go about this, but you don’t want to spend five minutes trying to get their first or last name right.
Make this process quick and painless by getting it right the first time. Don’t rush through it and make sure you have the name correct before you move on. This isn’t something callers enjoy, so the quicker you can finish the verification, the better. Get it right the first time and you will certainly speed up the process.
Use Old Messages and Notes
If you have notes about the caller you can easily access, use these to help with the verification process. You can ask them if the number you have for them is still the best one to reach them at or you can ask if they still live at the address you have for them. This is an easy way to make sure you have the best and most accurate information on file.
Hire a Professional
Sometimes, it’s best to leave the verification and the phone etiquette to the professionals. Hiring the help of a virtual receptionist can really save you time and make sure the verification process is handled in the best possible way.
Virtual receptionists go through plenty of training to ensure they are highly skilled and capable of creating the best experience for each caller. They verify information for a living and they know what they are doing. If you’re not skilled in this area or don’t have the time, leave it to the professionals.
Verifying information in style can be tricky, but it’s not impossible. You can still make the caller feel comfortable and make the process go very smoothly. Use these tips to help with your own phone etiquette or just hire a virtual receptionist to handle all your calls.