Telephone is very important for b2b companies. The manner of answering it determines the success and failure of a business. Here are 10 tips that you can use for answering calls appropriately:
1. Answer the call on the third ring. Do not answer too quickly or too longer. You may catch your caller off guard or he may leave you hanging.
2. Greet the caller with a warmth tone of your voice. First impression really lasts.
3. Introduce yourself and your company clearly. Assure them that they made the right call.
4. Observe the clarity of your words. Make sure that they understand everything that you say.
5. Be optimistic and kind. If you can not help the caller, offer someone that can help him.
6. Always have a telephone message pad with you. You will need it in taking down notes, time of call, name and company of caller, who the message is for and the nature of the call. Clarify anything that may confuse you.
7. Make sure that all messages are delivered to the right people promptly and accurately.
8. Always ask permission whenever you will put a caller on hold. If you will do that, just make sure that it will not take longer than 30 seconds.
9. Do not use your speaker phone. The caller may think that someone else might be listening in. It may confuse him.
10. Return all calls from messages as soon as possible. Make it within one business day. If you fail then, offer your apology and hand help with their queries.
In reality, most small businesses struggle from missing important calls. You may be with customers, in a meeting or out of office. Yes, answering machines and mobile phones can help, yet many potential customers dislike leaving messages to them. Better employ a telephone answering service, with your assigned contact number and live office support, they will take every call as if they are your own receptionist. They can handle calls exactly as what you have told them and they will relay messages to you accurately. These service providers also offer secretarial services that will get your post and correspondence handled, and your filing complete.
Proper business phone etiquette can make a positive impression on your callers. The business telephone etiquette that you and your employees use directly reflects upon the image that your business portrays. So, thanks for sharing those info! I find it very informative and useful.
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