When you answer the phone, it’s important to make sure you provide the most professional experience possible. There are some things you should simply never do when answering a call. Here are some of the top things to avoid whenever answering your business phone:
Never Use Speaker Phone
It’s a horrible way to answer the phone and most find it embarrassing to find out they have been on speaker phone. When you first answer the phone, provide the courtesy of actually answering it without speaker phone. This will not only provide a more professional experience, but it will also provide better quality.
Don’t Whisper or Mumble
Speak clearly when you answer the phone. If the person on the other line cannot hear you, they will struggle to connect with you. Maybe you have a quieter voice, which simply puts you at a disadvantage, but you can still make sure you speak loud enough for the other person to hear you.
State Your Name and the Company Name
If you answer the phone with a simple “Hello,” the caller doesn’t even know if they have called the right number. It’s best to state your name and the name of your company. This will allow the customer to engage with you easier and help to sustain their loyalty.
When you are speaking to a customer on the phone, you never want to yell. This can come off as less than professional and can offend the caller. You need to make sure you speak in a normal tone of voice when answering the phone.
Throw away the Gum
It may seem like a small thing, but when you chew gum, it affects your speech and makes it harder for the caller to understand you. When somebody calls, you want to answer the phone in the most professional way, which includes keeping the gum out of your mouth.
Avoid Getting Distracted
Callers can tell when you get distracted. They know when you didn’t hear what they said and they know when you are not focused on them. If you want your customers to remain loyal, give them the respect they deserve and avoid distractions while you’re on the phone.
Keep Background Noise to a Minimum
Background noise can make it hard for both you and the caller to hear. You want to keep this to a minimum by making sure your phones are in rooms with little noise. If you have your phone out in a noisy garage, you may want to consider moving it to the office to keep you and your caller from getting distracted by the noise.
Get Rid of Inconsistencies
Everybody should answer the phone in a very similar way. This shows that you are a professional company and it gives every caller the same greeting. When someone calls, they should know what to expect if they have called your business before.
Providing a professional experience for callers is vital to your business success. Make sure you clean up the way you handle phone calls and avoid all of these things you should never do when answering the phone.