Professional phone etiquette requires that
you first confirm the person is available
. If they are: You connect the call. Introduce the caller to the other staff member. Then politely say goodbye, and disconnect from the call.
What is proper 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 is the importance of telephone call etiquette?
Having good phone etiquette plays a
large part in maintaining a strong connection with your customers and ensuring an air of professionalism
. Good phone etiquette can separate you from the rest of the market and encourage customers to call back once more.
What are the most important aspects of professional phone etiquette *?
Being informed, supportive, and helpful
are important aspects of professional phone etiquette. When a customer calls a company with questions, they expect to be helped by a knowledgeable representative. Make sure that you're ready for any phone call by being properly educated in your field.
What are the 5 P's of telephone etiquette?
Always keep in mind that effective business telephone etiquette requires you to be:
prepared, present, polite, patient, personable, professional, proactive
.
What are the 4 E's of telephone etiquette?
- DO – Smile when you talk to people. …
- DON'T – Be distracted. …
- DO – When you answer the phone, greet the caller warmly and advise who they are talking to. …
- DON'T – Shout or whisper. …
- DO – Speak clearly. …
- DON'T – Leave the caller on hold for too long. …
- DO – Make the caller feel welcome.
Why is it important to answer the telephone promptly?
Answering telephone calls is an important and crucial part for any business. …
If a call has been transferred from a colleague to yourself
, answer the phone call promptly with your name – This will enable a personal and friendly greeting so the caller can gather whom they're talking to straight away.
How do you end a phone call professionally?
- “My apologies once again for any inconvenience. Thank you for your call.”
- “I'm happy we could make this right for you. Have a wonderful day.”
- “Thank you for calling. We appreciate your business.”
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.
What is the golden rule when dealing with a phone call?
Listen carefully, speak clearly, and be friendly
. Always begin a call by introducing yourself or your company, if applicable. Make sure your voice projects strength and clarity. Use good posture and sit up straight, with your feet on the floor when talking on the phone.
How do you talk on the phone professionally?
- Answer by the third ring. It's courteous to pick up the phone promptly to avoid making callers wait. …
- Offer a greeting. …
- Speak with a smile. …
- Be clear. …
- Avoid slang. …
- Be positive. …
- Ask before you put someone on hold. …
- Take messages accurately.
What is meant by 3 second rule in telephone conversation?
If you're on a call with a client or a prospect, try this – wait three seconds
after the other person stops talking before you respond
. … Second of all, if you give a client or a prospect three seconds of silence, they will often try to fill that silence, typically with useful information.
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 do you start a phone conversation?
- Talk About Today. A lot of us start phone calls with a generic, “How are you?” But adding one little word to that sentence turns a default phrase into a meaningful question. …
- Mention an Industry News Trend. …
- Ask About Their Work. …
- Chat About the Company.
What is the correct way to answer the phone?
- Greet the caller in a friendly tone. When answering a cell phone, Caller ID will typically indicate who is calling you. …
- Ask why the person is calling. …
- Speak clearly using your normal tone of voice. …
- Don't answer the phone while chewing gum or food. …
- Don't talk to people outside of the call until the call is over.
