Answering the phone is easy, right? It’s not always as simple as it seems. Unfortunately many people who answer calls in a business setting can end up giving off the wrong impression or making basic mistakes that can be frustrating for the caller. Here are four tips answering business calls the right way.
Answer the phone in the first three rings
It might not seem especially important, but don’t let the phone ring more than five times before you pick up. Firstly, leaving the call ringing runs the risk of the person simply hanging up and you losing out on that potential sales lead. But equally callers can be frustrated by having to wait while the phone rings for a long time – it feels unprofessional and this can give them a terrible first impression of your business.
Smile when you pick up the phone
It sounds ridiculous, but answering the phone with a smile on your face makes a huge difference. It changes the tone of your voice and you’ll sound warm and engaging. And it’s also worth pointing out that smiling makings your body release endorphins, which in turn makes you feel better. So everybody wins!
If you don’t answer a lot of business calls it can be natural to be slightly nervous. Unfortunately when we are nervous we tend to talk much faster. The bad news is that to the person on the other end of the line it makes you sound unclear and as if you are trying to rush through the conversation. So before a call take a deep breath and remember to speak clearly and slowly. This should allow the call to run far more smoothly.
Handle calls intelligently
There is a common mistake in many businesses where members of staff will simply pass on calls without trying to gain any further information. If someone unfamiliar calls up and asks to speak to a member of staff, don’t just pass them through. Take their name and the reason for the call. It may be the case that the caller would be better served by someone else. Ultimately this is a way to save time for everyone involved.