How are you answering your business phone?

Answering you business telephone is a daily task that is often disregarded and overlooked. If the truth be told, many people discount the influence and strength phone etiquette has on their business. Still, the telephone in many business settings is the chief means of contact. Many businesses communicate using their phone more than email, text, and any other form of technology. For this reason, the utmost care and concern should always be measured when answering and communicating during business calls. Here are 7 tips:


1. Introduction-When answering the phone state your business name, your name, and a greeting such as "how may I help you?", "how may I direct your call?", and etc….


2.  Get their number-Especially when the call is extensive and extended, get their name and number in case you are disconnected, you can return the call.

 3. Friendliness-Always, Always, Always be kind, welcoming, and pleasant. You don't want the caller to feel like they are a bother and rushed. If the caller is rude, maintain a posture of kindness. A soft answer turns away anger. In addition, smile while speaking on the phone. Try to frame your expressions, tone, and language to be upbeat, encouraging, and optimistic. When hanging up, say "good-bye", try to let the caller hang up first, and hang up gently. Never place clients on hold without first informing them. Afterwards keep the posted every 30 seconds of the status.

4. Actively listen-Don't rush the call, interrupt, or become unresponsive. Try not to multi-task while on the phone, as the client may feel they do not have your attention or you are not interested. In addition you should engage in the conversation. For instances respond using, "Yes", "No", I understand and etc… Use your manners, by verbalizing "thank you", "you're welcome", etc…..

 5. Answer Quickly-Try to answer each call in a timely manner. While sometimes it's impossible, answer the phone on the second ring. If you receive several calls, ask each caller if they mind holding or take a message, return to the first caller, and respond to their need as they were the first to call.

 6. Return call-The proper etiquette is to return calls within 24 hours and 48 hours max. Taking a long time to return a call to your clients ensures them that you are not interested in their business.

7. Proper language- Don't use colloquial speech, jargon, and fillers. Speak clear proper English as you want your clients to understand your speech. 

Lastly, remember the manner in which you answer your business phone will construct your client's impression and consciousness regarding your business. Frequently, these encounters are first impressions. First impressions are the most crucial. In fact, it's nearly impossible to reverse and undo, especially when a bad impression has been made. Knowing how to answer the telephone in an efficient and pleasant way will not only save your business, but produce a professional and positive branding with your consumers.

The Importance of Projecting a Professional Image

Projecting a professional business image is both extremely essential and powerful. It can mean the difference between attracting lots of clients and little to absolutely no clients at all. Imagine dining at a 5-star restaurant and being served an extravagant meal on a garbage can. At that point even the atmosphere doesn't seem as appealing. The same goes for your business image, it determines how others feel, think, and see your business. While imagine isn't everything it certainly has a major influence.

 When making decisions upon elements such as web design and business décor you should always consider clients. These are fundamental participates. Often times they are the first elements your clients will meet prior to being introduce to you. Before going through the process of purchasing and designing, you should know the target market, the competition, and the key features that will attract your target clients. Essentially, place yourself into the clients' position. If it doesn't magnetize you, it mostly likely will not attract potential clients. For instances, wording could be too lengthy or not detailed enough. It goes without saying, but make sure you proofread before publishing. As a writer, I often have to judge will my clients receive the actual message that I am desire to convey. As a result, I make it a rule to give my content a once-over. I scrutinize whether my jokes communicated as arrogant or brash. A good test is to get outside opinions. When decorating your business, ask yourself questions such as, is the space too muddled or confusing? You want your clients to feel comfortable, at ease, and confident in your expertise.

 In addition, you play a crucial role in your business image. Never down play your expertise, knowledge, and capabilities. Even if you feel that you don't know something as well as you should. Keep in mind you will not know everything, but be willing to research and discover what may not be acquainted with. If you are unable to perform a certain task your client requires, refer them to someone you know will do a great job. Believe it or not this will maintain you as a necessity, as they will perceive you as a go to person. They will identify that you maintain ongoing relationships with a team of experts.

 Furthermore, project excellence and distinction in your dress and communication. Never show up to a business meeting looking less than professional even when the event is unofficial. Never show up late. In fact, as the military says, "If you're early you're on time, and if you're on time you're late." Make certain your nails and person is crisp and clean. Being professional during off the record incidents speaks volumes and says something about your character. At all times maintain friendliness even when the other party is impolite. Your rudeness is a reflection upon your business. On no account try not to discuss disagreements through email as it may come across as rude and misconceived. If you're doubtful, take the time to call and speak with that in person. Likewise, don't fwd your clients unprofessional and/or unethical emails.

 In addition, never use slang and colloquial speech, with clients even if they are using it. Speak proper English. Speaking anything less, is improper and doesn't project professionalism. At the same rate make sure you aren't using words that will go over your client's head. You don't want them having to pull out the dictionary to understand what you are communicating, as that can also become counterproductive. While your clients may think you're very intelligent, they will not appreciate you talking over them.

 In essence, whatever you do, remember executing excellence is your number one objective. Projecting a professional image is imperative to your business success as it will attract your clients. Before carrying out anything, ask yourself is this productive to my objective of excellence? If the answer is no, you should reconsider.



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