Finding the best answering techniques to ensure you provide quality service over the phone is very important. You need to make sure every caller is taken care of in the best possible way. Here’s a look at some of the best techniques to use if you need to impress your customers when they call.
Create a System
Putting a system in place for answering the phone is very important. Not only will it help to eliminate different approaches, but it will also get everybody on the same page. When you put together a well-crafted system for answering the phone, your callers will get a consistent experience whenever they call.
Eliminate any Background Noise
Background noises can be very distracting for you and for your customers. They can make it hard for your caller to hear you and can make it difficult to provide the necessary service. Do your best to eliminate any background noise from the area where the phones are answered most.
Check your Tone
When you are on the phone, your tone will set the tone of the call. Your voice will make the difference and if you have an actual smile on your face, you’re more likely to speak with a pleasant tone. However, if you’re in a bad mood, you may have a more aggressive tone, which can make a caller feel like you don’t really care.
Answer the Phone Fast
One of the most important techniques with answering the phone is your speed. If you wait four or five rings, some callers will actually hang up. However, if you answer within two rings, not only will the caller be there, but they will also know you want to provide good service.
Jokes are great, but in the workplace they can be dangerous. You never know when your joke or sarcasm will be taken the wrong way. It’s best to avoid using any sarcasm or joking around on the phone with callers. This will help to eliminate any offense you could cause without trying.
Use Their Name
One of the first things you should do is find out the name of the caller. Once you know their name, you should use it. This will help you create a relationship with them and provide much better service.
Use a Script
You may think using a script is a bad idea, but it’s not. You can use a script that allows for some customization based on the day or time of the year. However, when you create a script with just a few blanks to be filled in, the phone will be answered in a more pleasant way and employees won’t have to feel awkward with the way they greet customers.
Providing the Best Customer Service Possible Over the Phone
All of the above phone techniques help to ensure you create a great experience for anyone calling your company. However, they can be difficult to implement and employees may take it upon themselves to make changes.
One of the best ways to ensure you provide the best phone customer service is by outsourcing the tasks to professionals. With the right virtual receptionists, you get the best possible choice for answering your incoming calls. They will not only provide all of the above techniques, but they will also follow your specific instructions.
Whether you hire virtual receptionists to take over your incoming calls or you handle them in house, make sure to use the tips above for better phone customer service.