Welcome to our next article in the â€œ10 Things to Considerâ€ series on phone manners.
Each person in the office, whether they normally answer the phone systemsâ€™ calls or not, should respond to incoming callers with the same basic format.
The most used reply is: A welcome: This can be Good-Morning, Good-Afternoon or Good-Evening dependant on the time-of-day.
Secondly – clearly state the TITLE of the organisation. This stops any misunderstandings when someone has dialled a wrong number.
Thirdly = give your OWN NAME. It results in the caller getting a nice feeling if they know who they are talking to. For example â€œHello, Telephone Systems Direct, JOYCE speaking.â€
You can then ask the customer how you can help them.
By adopting this simple approach it means that you will never be tempted to make an unprofessional remark such as â€œHi-ya!â€ when responding.Â Â Â Â Â Â
If you regularly use your phone systems in this way – engaging a pleasant tone of voice – then you can immediately create a very positive impression.
It can be an excellent idea to practice this technique on your phone systems so you feel very confident when you pick up the receiver.
Be effective â€“ let your phone systems work for you.Â Be aware that your phone systems are assets.Â Speak to everyone as if they were the first of the day!
Hopefully youâ€™ll put this tip into effect straight-away.Â Pass it on to a colleague or share it via your preferred social media website.
If at any time you would like to chat about phone systems and any associated matters, ring us for free on 0800 652 8052.