Taking care of your clients over the telephone and making them feel well informed and appreciated is essential. The telephone is one of the tools used in our daily business activities. The telephone is our link to the outside world. That is why it is important for people to understand how much professionalism matters on the phone. When you use proper telephone etiquette you help to ensure that the person you are talking to will want a face-to-face meeting to take place.
5 telephone tips to follow:
1. Always Be Polite.
When answering call say "Hello" with a pleasant tone. Do not forget to use the three key phrases. PLEASE- when making a request or confirming what you said. THANK YOU-say thank you when ending the call. Always thank the person for calling and wish them a good day. APOLOGIZE- when you are wrong or for any inconveniences.
2. Don't Hold For Too Long.
Do not keep people on hold for too long. However, you can always ask if you can put them on hold. If you are busy, offer to call them back. Also, always ask him or her if this is a good time to talk. When a meeting is schedule, call for a reminder or rescheduling. Never call before 8a.m or after 9p.m.
3. Be Audible.
When answering a call hold the telephone about two finger widths away from your mouth to ensure that you do not sound deaden. Speak clearly, slowly, and with confidence. Avoid eating or chewing gum while on the telephone, as sounds will be get to the person on the other end of the phone.
4. If someone answers the phone, clearly identify yourself first- state your first and last name before asking to speak with the desired person.
5. Always focus on the call.
Try not to answer a business call in a noisy place and if there are people around you try not to get distracted. If someone tries to interrupt you while you are on a call, politely remind them that you are on a call and that you will be with them as soon as you are finished.