Operating a business can be difficult, but it becomes much more manageable with the right tools. One of the essential tools for any business is a phone system. Though many phone systems exist, one thing remains: proper etiquette must be observed. This article will discuss the appropriate etiquette when using a business phone system.
Remember the old saying, "treat others as you would like to be treated?" Well, that applies to phone etiquette too! Just because you can't see the person you're talking to doesn't mean they're not a genuine person with real feelings. And just like you wouldn't want someone to interrupt you while you're speaking or put you on hold without warning, you shouldn't do those things to other people either. Phone etiquette is simply about being respectful and considerate of others. It's taking a moment to think about how your words and actions will affect the person on the other end of the line. So next time you pick up the phone, remember to follow these straightforward directions - it'll make everyone's day a little brighter.
1. Answer your phone within three rings.
In today's fast-paced world, answering your phone within three rings is essential. This shows that you're responsive and available to take the call. It also shows that you value the person's time and are interested in what they have to say. If you let the phone ring for too long, the person may assume that you don't care about their call or that you're unavailable. In either case, this can damage your relationship with the person. So if you want to be seen as responsive and professional, answer your phone within three rings.
2. Greet the caller by name if you know it.
Answering the phone well is an important duty for any receptionist, secretary, or business. A friendly greeting can help set the tone for the entire call and be a valuable opportunity to gather information. When answering a business phone, always greet the caller by name if you know it. This simple gesture shows that you value your customers and are interested in forming a personal connection. In addition, it can help to build rapport and make the caller feel more comfortable. If you don't know the caller's name, simply introducing yourself by name is a courteous way to begin the conversation.
3. Smile - even if you can't see the caller, they can hear it in your voice.
Have you ever been on the phone with someone and could tell they were smiling? It's incredible how contagious a smile can be, even over the phone. Research has shown that when we smile, it benefits us emotionally and physically. Smiling can help to reduce stress, lower blood pressure, and boost our immune system. So next time you're on the phone with a friend or customer, remember to smile - even if they can't see it, they'll hear it in your voice.
4. Use proper grammar and pronunciation.
First impressions are crucial in the business world, and it is vital to convey a sense of professionalism and competence when speaking to a caller. This can be achieved by using proper grammar and pronunciation. Correct grammar shows that you are respectful and attentive to the caller's needs, while good articulation conveys a sense of competence and professionalism. In addition, using proper grammar and pronunciation demonstrates that you are familiar with the company's products and services. By following these simple tips, you can ensure that every caller receives the best possible service.
5. Don't eat or chew gum while on the phone.
Answering the business phone is an integral part of everyone's job. So always remember to project that professional image when speaking with clients. This means refraining from eating or chewing gum while on the phone. Not only can this be seen as unprofessional, but it can also be difficult for the person on the other end of the line to understand what you are saying. Sometimes, they may even think you are deliberately trying to be rude. So next time you pick up the business phone, leave the snacks and gum at your desk.
6. Don't talk on the phone in a public place where others can hear you.
When taking business calls from a mobile device, you must be aware of your surroundings and choose a location where you will not be disturbed or overheard. Talking on the phone in a public place can be disruptive to others and may give them the impression that you are not taking the call seriously. It can also be challenging to hear in a crowded or noisy place, leading to miscommunication. If you need to take a business call in a public place, try to find a quiet spot where you can comfortably carry on a conversation.
Next time you're on the phone with a friend or customer, remember to smile - even if they can't see it, they'll hear it in your voice.
7. Don't put the caller on hold without asking permission first.
Many people find being on hold during a business call frustrating and intrusive. As a result, it's important to always ask permission before placing a caller on hold. This can be done by saying, "Would it be okay if I put you on hold for just a moment?" Doing this shows that you respect the caller's time and are interested in providing them with the best possible service. In addition, it's essential to avoid leaving the caller on hold for too long. If you need to take an extended break, it's better to let the caller know in advance and schedule a time for a callback. Following these simple guidelines can help create a positive and professional image for your business.
8. Ask for all the pertinent information if you need to take a message.
One of the essential business skills is learning how to take a message. This may seem simple, but getting all the pertinent information is critical to ensure your colleague or client can be reached promptly. When taking a message, always ask for the name and phone number of the person calling, as well as any other relevant contact information. This will save time and frustration later on if there are any problems with the message. In addition, it's always polite to repeat the name and phone number back to the caller before ending the conversation. By following these simple tips, you can ensure that you're providing the best possible service to your colleagues and clients.
9. Thank the caller for their time and hang up promptly.
How you end a business call can be just as important as how you begin it. Always take a moment to thank the caller for their time and tell them that you appreciate their business. Then, say goodbye and hang up promptly. This will leave the caller with a positive impression of your company and free up your line so that you can take incoming calls. Remember, the way you handle every business call is an opportunity to build relationships and grow your customer base.
Let's Wrap It Up:
Good telephone etiquette is essential for any business that wants to project a professional image. Fortunately, it's not hard to master the basics of phone etiquette. By following a few simple tips, you can ensure that your calls are always polite and professional. The most important phone etiquette rule is always to speak clearly and slowly. This will help ensure your message is received loud and clear and prevent misunderstandings.
Never forget to be friendly and courteous to your caller, even if they are frustrating you. Remember, the goal is to leave the caller with a positive impression of your company. Finally, avoid putting the caller on hold for too long. If you need to take a break from the conversation, explain what you're doing and ask if it's okay to put them on hold. By following these simple tips, you can ensure that your business calls are polished and professional.
About the Author:
Ryan is a 25-year veteran of the digital marketing industry. He is currently the CMO (Chief Marketing Officer) at Creative-13 with a side gig at PureEdge Media. It's been 20 years since Ryan was an adjunct professor at Colorado Technical University, where he taught Web programming and graphic design courses. His passion is writing. He's been writing blogs, articles, and inspirational pieces for the last 18 years, and his book, "The Formula," is currently in progress.