Did you know that 97% of Americans own a cellphone?
Many people find themselves always connected to their phones. We use it for business, communications with friends and family, and entertainment. It has become an extension of the human body.
If you run a business, you may need a list of phone answering tips for your employees. This post will teach you the dos and don’ts for your employees. You’ll learn about phone greetings, phone conversations, and customer service.
Read and learn below about the three phone etiquette tips.
1. Answering the Phone
When your business telephone rings, answer it within three rings if possible. It is courteous to the caller and shows that you are efficient. Try to answer every call with a smile, even if the caller can’t see you.
It will make your voice sound more friendly. Finally, give the caller your undivided attention. Resist the urge to multi-task while on the call.
The caller will appreciate your attentiveness and be more likely to do business with you. If you want to enhance your customer service experience, consider interactive voice response software.
2. Handling Phone Calls
In any business, handling phone calls is one of the most important things to do to succeed. When handling phone calls, it is essential to be professional and courteous. Here are three tips to help you take phone calls:
Speak Clearly and Slowly.
When you’re talking on the phone, speaking clearly and slowly is essential. It helps the person on the other end understand you and avoid misunderstandings.
Try to keep your conversations brief. People are usually busy and don’t have time to chat on the phone for long periods.
In a business setting, being present and focused on the task at hand is essential to be productive. One way to avoid distractions is to practice good phone etiquette.
Be respectful of others’ time – keep it short and to the point when you are on a call. Do not hold the person on hold for extended periods or have side conversations.
Sometimes phone conversations can be slow or require patience. Allow the person you are speaking to the time they need to explain themselves.
3. Transferring Calls
If you are transferred to another department or person within your company, be sure to introduce the caller to the new party. This will help the new party provide better customer service.
In addition, be sure to thank the caller for their patience in waiting to be transferred. It shows them that you value their time.
Finally, be sure to apologize if the caller was on hold for an extended period of time. This will help to build goodwill with the customer.
Understanding Phone Etiquette Tips
Phone etiquette is important for businesses to learn in order to create a professional and positive impression with clients and customers. The top three business phone etiquette tips should learn are to answer the phone promptly, to use a professional and courteous greeting, and to avoid placing callers on hold for extended periods of time. By following these phone etiquette tips, businesses can provide a better experience for their callers.
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