Over past years, online methods of communication such as messaging, emailing, and social networking have risen in popularity as people’s chosen method of getting in touch. Although this is the case, many businesses continue to rely on calls to engage with consumers and prospects in an effective manner.
To perform their day-to-day obligations, several workers are required to answer business phone calls. If that’s also the case for you, you must know how to answer the phone correctly and professionally.
In this post, we’ll go over why it’s crucial to answer the phone professionally, and 6 tips on how to do so.
What Is the Importance of Answering the Phone in a Professional Manner?
Even in this electronic era, the phone continues to be the major mode of communication for several companies as we see looking back at the , including large corporations, health care facilities, universities, and other institutions. It is common for customers or clients to form their first impressions of an organization based on how their phone calls are answered.
Providing a professional response to the caller may increase the likelihood that they will choose you as a provider of services. They may also feel comfortable approaching you with issues, seeking solutions, and expressing their appreciation towards your business.
As a result, all workers of a business must receive proper training in professional phone-answering techniques and etiquette before starting their jobs. The right way of answering the phone demonstrates respect for the caller and interest in whatever they have to say.
6 Tips To Answer Business Calls Professionally
Here are some useful tips that you may incorporate into your calls guidelines. You can always make changes, if necessary.
1. Make Your Point Clear and Direct
Have you ever listened to a radio speaker? They frequently communicate straightforwardly. You may question how they are able to convey their ideas so effectively. It’s simply because they were trained to concentrate solely on oral communication. Their voice is the sole mean by which they may communicate with the rest of the world.
When it comes to professionally answering phone calls, the same norm applies. You are unable to see the person on the other end of the line. It is only via a verbal conversation that you may establish rapport. You must understand that your , voice, disposition, and other phone etiquette capabilities will be considered when making a phone call.
2. 3 Rings Limit
It is recommended that you pick up the phone in under 3 rings after receiving it as part of professional call etiquette. When you don’t pick up your phone after these three rings, he or she will most likely hang up. Three rings are the optimum number of rings for a client.
Even before answering the phone, your potential customers are already assessing your performance, and answering the phone within 3 rings will guarantee that they see you as an effective person. The use of the three rings law is sufficient to ensure that consumers are not kept waiting, while at the same time, you are better prepared to answer the caller with these rings to be ready.
3. Keep an Eye on Your Tone
You must always maintain a consistent voice tone when talking with someone. Do not alter your tone of speech in any way. You should adjust your voice so that the recipient does not perceive you as harsh, or so that you shouldn’t have to restate yourself time and time again. We can tell how someone is feeling by the way they speak.
You might be feeling frustrated, unhappy, demanding, or nervous, and if you allow your emotions to influence your voice, you might scare away a consumer from your business. As a result, be careful to put your emotions aside.
Some folks find that sitting properly in a chair or getting up helps them deal with this aspect, since sitting on a chair may lead their tone to be lower, they may come across as lethargic, emotionally labile, or even disengaged, which is not what they want to be perceived as.
4. Answer All Your Voicemails
You are not available at all hours of the day, seven days per week, and that’s acceptable. However, what would a client do if they wish to get in touch with you out of your business hours? People frequently leave voicemail messages.
Let’s take a look at everything from the customer’s perspective. They’ve left a message, and they’re currently waiting for a response from you. Possibly the client will abandon your services if you do not answer the message, and you will miss a potential customer.
Checking your voicemail daily will help you prevent such unfortunate circumstances. Your consumer will appreciate your prompt reaction, and you will have an easy time keeping them.
5. Maintain Your Callers Informed
The callers must be involved in the discussion of your next moves. Whether you’re placing them on wait, forwarding the conversation, or doing another activity, you must notify them beforehand.
By understanding your course of action, the customer may feel better engaged and synced with your business and moves. This advice will assist you in establishing credibility with your callers.
6. Always Thank the Customer
Each conversation should be concluded by expressing gratitude to the client for their efforts and the energy they have invested in the chat. This will give a fresh dimension of warmth to the dialogue as it comes to a close.
That’s even stronger if you can extend a warm greeting to them. A small personal connection at the end of your business conversation session can make a significant difference.
Conclusion
Several of the suggestions listed above are considered as part of how to answer business calls professionally. It is your responsibility as a customer service agent to make people feel secure.
At the same time, we must be extremely careful in every situation that arises during phone talks. By following these suggestions, you can build a stronger customer base from a single conversation.