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.