Telephone business interactions are extremely common. Making a phone call is considerably more practical for clients than scheduling an in-person encounter.
There are so many benefits to using a phone. You can communicate with others in real time, anywhere around the world. This enhances efficiency and speeds up commercial transactions. To guarantee that your customers receive the highest caliber of customer care, it is imperative that you conduct yourself appropriately when utilizing the phone.
The following are the top 10 business phone etiquette guidelines:
1. Business phone etiquette requires you to Answer promptly
Customers anticipate receiving prompt assistance when they contact you. Always make sure your phone is answered within the first few rings and without delay. By doing this, you may demonstrate to your clients how much you value and respect them. Consider using a unified communications platform that can ring multiple devices.
Business phone etiquette must have: Make sure there is an answering machine that will take messages for you if you are unable to answer the phone because you are gone from your desk or are helping another customer.
2. Practice your introduction
When it comes to wining customers, It’s crucial how you answer the phone. It establishes the tone for the entire discussion and provides the person on the other end of the line with important information. Make sure to speak in a positive and optimistic manner while explicitly introducing yourself and your company. Write down a script, practice saying it outload and memorize it.
3. Smile when you talk
Your tone of speech and body language both alter when you smile. Your discussion will pick up on these modifications, which will make you sound more upbeat and approachable. A smile will also help you remember to speak in a welcoming manner and to be more accommodating to your customers.
4. Minimize background noise, a must for Business phone etiquette.
Both you and your customers may find background noise to be very distracting. It may result in muddled communications and a total breakdown of communication. When taking phone conversations, try to block out all background noise and find an area that is quiet enough that you won’t be bothered.
5. Keep your answering machine up-to-date
It is critical to have an answering machine set up in case you aren’t available to take calls. Your consumers will be able to leave a message as a result. It’s crucial that you change your answering machine message every day. Include details like the time and whether you are at your desk or not, as well as the date. You can also specify the timeframe within which customers can anticipate receiving a response to their messages.
Did you know cloud phones have centralized voicemail services that can be accessed by any device? You can also automate answering machine prompts and schedules.
6. Return messages promptly
If you don’t intend to promptly react to messages left on your answering machine, there is no use in keeping it up to date. Throughout the day, check your messages regularly, and contact customers back as soon as you can.
7. Speak clearly and calmly
Calling clients on the phone requires that you talk quietly and clearly. Speak a little more slowly than you usually would to make sure your message is understood. Keep your emotions in check and speak in a polite tone.
8. Proper Business phone etiquette requires you to take notes
Make sure you are ready before answering a call. To take notes, keep a notepad and a pen close to hand. Make a point of writing down the person’s name, phone number, and the problem they are calling about every time they call. This will guarantee that you have all the information you require in case you need to call them back or to solve a problem.
Did you know that phone systems can integrate with CRMs? Make automatic call logs and notes inside your favorite CRM right from your phone system.
9. Learn how to handle upset clients
You will inevitably have to deal with unhappy customers when you are in business. People will occasionally ring in with complaints and concerns, and the employee who answers the phone first will frequently take the brunt of their ire. When dealing with these situations, it’s critical to constantly be friendly and to give them the attention they need. Make notes, and if you are unable to solve their issue, immediately transfer the call to another person who can.
Did you know that phone systems also come with internal chat features? In difficult situations, you can chat with other employees about you clients situation and access resources to help resolve issues quickly.
10. Know how to use your phone
You might be able to answer the phone, but do you know how to operate all of its functions? You should be able to make conference calls with multiple callers, put calls on hold, and transfer calls to different extensions. Nothing is more annoying than finally being able to speak with someone only to be disconnected without being placed on wait. Make sure you are able to confidently utilize all of your phone’s features without running the danger of inadvertently terminating a call.
For your business to be successful, you must practice proper phone etiquette. Many of your consumers will use the phone as their main form of communication. To offer the finest quality of customer service, it is essential to correctly answer and operate your phones.