The Best Way To Answer Your Business Phone

The importance of answering promptly

 of the most important things to do is to answer your business phone promptly. No likes being kept on hold for a long time, so it pays to make positive you have an adequate number of staff working on the rings to take care of your call volume.

We've all had a bad experience of calling a business, where we have hoped for some nice customer support & in lieu been fobbed off or even ignored . This can reflect badly on businesses, so the way you answer your business phone matters. This editorial takes you through the most important things to think about when answering a business phone, as well as a couple of the largest 'don'ts'.



Positive attitudes count

Usually, it is advisable to answer your phone within rings so that your customers are not kept hanging - in the event that they are going to be kept waiting, you may need to put a process in place so that they know about it & can try calling again later.

It  goes without saying, but you need to be positive everytime you are answering your business phone. Even in the event you are having the worst day in the world, you need to keep your callers in mind - they might well be calling to buy something from you, & you would not need to chase away a sale by being negative.

A cheery tone of voice can make all the difference &, if a customer is calling up with an issue, a happy, can-do attitude from the start can help to put them in a better frame of mind, .


You also need to identify yourself when you answer the phone so the caller knows that they have got through to the right place. They should not must ask you who you are - make definite you answer the phone by wishing them a nice morning or nice afternoon, state the business name and your own name so that they know exactly who you are.

Make identifications clear

Professionalism matters

Also, it may appear like a small thing, but recalling to ask your caller the way you can help them is also important, as it opens up the way for them to speak.

Always keep in mind when answering a business phone that you are representing your company. Even in the event you have a relaxed atmosphere in your office and you are on nice terms with the person on the other finish of the phone, you still need to be professional. For example, don't use slang. Similarly, try and avoid professional buzzwords your callers are unlikely to understand. Simple, plain English and a professional manner are what matter.

Be correct and on the ball

You cannot predict how every phone call will go, but answering your business phone properly ought to make definite that every call will get off to the best feasible start.

Finally, when you answer your company's phone, make definite you are on the ball. For example, in the event you will need some customer details later in the call, it might be worth saying up front that you will need them so the caller is not surprised later. Also, in the event you don't know an answer to a query - don't guess. Say you'll find out and make definite you get back to them about it as soon as you can.