Professional phone answering techniques

In a professional setting you want the business phone to be answered in the most professional way possible.



We have compiled a list of  Best Practices to follow in our office for answering the office phone.

 

Our biggest tip first & foremost is to answer the phone with a smile. As cheesy as it sounds this is a great way to make a calling customer feel welcome calling our business. It can also help to calm an upset customer.

 

Other tips are as follows:

1. Answer the phone call quickly typically with in 2-3 rings. This makes the customer feel their call is important.
2. Speak clearly & professionally avoid words like uh huh, yeah & um. These are not professional sounding.
3. Mention the company name & yours for example "Hello this is Mill Hall Dollar Tree, Stacie speaking, How may I help you?"
4. If you are uncertain how to help the caller stay positive remaining positive & professional holds the key. Say "let me find out & come back to you" as opposed to "I don't know"
5. If you must put the caller on hold please ask "May I put you on hold?"
6. If you must transfer the call tell the customer so that they are aware whom you are transferring them to.
7. If a customer needs to call back at another time be sure to give them specific details as to what time.
8. End the call with the same smile & professional tone you answered with.

 

Here is a good video showing you what not to say to our customers