How Should A Business Answer The Phone Professionally?

1. Answer by the third ring. It's courteous to pick up the phone promptly to avoid making callers wait. ...
2. Offer a greeting. ...
3. Speak with a smile. ...
4. Be clear. ...
5. Avoid slang. ...
6. Be positive. ...
7. Ask before you put someone on hold. ...
8. Take messages accurately.

How do you politely answer the phone?

When you pick up the phone, begin by offering your greeting of choice. “Hello” is always a polite option, as is “Good Morning” or “Good Afternoon.” Confirm who you are (“This is Amanda”) and the identity of the person calling (“To whom am I speaking?”) so that all parties begin the call on the same page.

What is professional phone etiquette?

Always answer the phone with a pleasant, polite introduction that includes your name and the name of your company . Some examples of good professional greetings include “Hello,” “Good morning,” and “Good afternoon.” After you greet the caller and make a positive connection, then you can begin assisting them.

How do you communicate with your phone professionally?

1. Answer by the third ring. It's courteous to pick up the phone promptly to avoid making callers wait. ...
2. Offer a greeting. ...
3. Speak with a smile. ...
4. Be clear. ...
5. Avoid slang. ...
6. Be positive. ...
7. Ask before you put someone on hold. ...
8. Take messages accurately.

What are the 4 E's of telephone etiquette?

• Answer the call within three rings.
• Immediately introduce yourself.
• Speak clearly.
• Only use speakerphone when necessary.
• Actively listen and take notes.
• Use proper language.
• Remain cheerful.
• Ask before putting someone on hold or transferring a call.

What are the 5 P's of telephone etiquette?

When trying to improve your business telephone etiquette: It is important that you do everything in your power to avoid impeding the flow of communication. Always keep in mind that effective business telephone etiquette requires you to be: prepared, present, polite, patient, personable, professional, proactive .

How can I make my phone sound more professional?

1. Use the right technology. ...
2. Position your mouthpiece Properly. ...
3. Stay Hydrated. ...
4. Smile when you speak. ...
5. Take rests in between calls. ...
6. Pronounce Your words clearly and concisely. ...
7. Don't Rush. ...
8. Listen carefully and repeat back what you hear.

How do you formally talk on the phone?

“Hello. The reason I'm calling is...” Or, to sound even more polite, start with a phrase like “ I wonder if you can help me ” “I hope you can help me with something” or “I'm here in/at [name of place] and I could really use your help.”

How can I improve my phone conversation skills?

1. Stay Focused. Prevent yourself from being distracted by colleagues or external noises and concentrate on what your caller is saying. ...
2. Detect Emotions. Listen to the emotion in your caller's voice. ...
3. Ask Questions. ...
4. Don't Interrupt. ...
5. Don't Pre-Empt. ...
6. Recap Key Facts. ...
7. Pen and Paper at the Ready. ...
8. Say it Again.

Which of the following is a telephone etiquette?

Smile – it shows, even through the phone lines; speak in a pleasant tone of voice – the caller will appreciate it. Ask the caller for their name, even if their name is not necessary for the call. This shows you have taken an interest in them. If the caller has reached a wrong number, be courteous.

What is proper cell phone etiquette?

1. Answer the call within three rings.
2. Immediately introduce yourself.
3. Speak clearly.
4. Only use speakerphone when necessary.
5. Actively listen and take notes.
6. Use proper language.
7. Remain cheerful.
8. Ask before putting someone on hold or transferring a call.

What is a telephone etiquette?

What is phone etiquette? Phone etiquette is the way you use manners to represent yourself and your business to customers via telephone communication . This includes the way you greet a customer, your body language, tone of voice, word choice, listening skills and how you close a call.

What are the two things we must do while talking on the telephone?

• When you're speaking over the phone remember to smile, sound upbeat and keep your communication short. ...
• Greeting. ...
• Take permission and be polite. ...
• Identify self and the organisation. ...
• Clarity. ...
• Purpose of the call. ...
• Know your timeline and keep it short.

How do I answer this telephone?

1. Try to answer the phone within three rings. ...
2. Answer with a friendly greeting. ...
3. Smile – it shows, even through the phone lines; speak in a pleasant tone of voice – the caller will appreciate it.
4. Ask the caller for their name, even if their name is not necessary for the call.

What are the do's and don'ts of telephone effectiveness?

Do not call a customer or client's home before 8:00AM or after 9:00PM, unless you have prior permission to do so. Don't forget to return the call as you promised. Never answer the phone if you are drinking, eating or chewing gum. Don't give your clients and prospected customers the hunch that they are rushed.

How can I speak professionally when speaking?

1. Use short, clear, declarative sentences. Short sentences focus your message and make it easier for your audience to follow. ...
2. Speak in the active tense. Own your actions. ...
3. Stay calm under pressure. ...
4. Speak naturally. ...
5. Say what you mean. ...
6. Focus on what matters to your audience. ...
7. Be specific.