how to answer a telephone call in a company or in any organisation?

Answer 1

Business owners and workers should pay attention to howthey answer their phone lines. Promoting your company begins even before a worker answers the business telephone. Every word that an employee or the boss uses when they answer business phone lines conveys a marketing message to the customer on the other end of the line.

Many companies find that trusting their incoming phone lines to an outside answering service or business call center provider like 1-800 We Answer, Inc. helps them always answer their business telephone calls in the most professional way. Even if your company decides use your own workers to answer your business phone calls, or create a dedicated internal call center, here are some good phone etiquette tips to keep in mind when you are training your staff.

Answering business telephone calls quickly, within the first three rings, is a critical part of providing excellent customer service. Customers appreciate the eagerness of a company to answer their calls quickly. Workers should answer busy phones brightly, and with just the right level of enthusiasm for every call.

Once the business telephone call is answered, worker responding should clearly state the name of the company, and politely identify him or herself, by name. In some offices, this would mean that the employee would give their first name. In other more formal business cultures, the worker answering the business telephone call would identify themselves as Mr. or Ms. Miss, or Mrs. and give their last name. Keeping a scratch pad near the phone and immediately jotting the caller's name down helps the worker answering the business telephone call remember to politely use the callers' name when asking questions and offering assistance. Once again, in various types of office culture situations, it might be perfectly polite to address a caller by his or her first name. In most business telephone calls unless a professional working relationship has been established, the worker should always address the caller by using Mr., Ms., Mrs., or Miss with the caller's last name.

Workers answering business telephone lines should have an opportunity to listen to what they sound like over the phone. Business phone etiquette goes beyond the first words spoken to a caller. Every word counts. Do the workers answering business telephone lines sound warmly professional? Are they easy to understand, speaking clearly and use correct grammar? It's easy for workers answering business telephone calls to slip into colloquial language use, slipping in words like "gonna" and using fillers such as "like" excessively. Profanity never has a place in office settings or on a business phone call. On the opposite side of the spectrum, business owners need to make sure that workers don't slip into using professional jargon that can confuse the caller who may or may not be familiar with the insider language of the company or the industry they're dialing. Workers should always strive to communicate clearly when they're answering business telephone calls.