How to answer the phone in a professional manner

Having the skills of a telephone professional can help you succeed in the business world, whether you represent a small business, provide information for a financial institution or act as the first line of communication for a large corporation. A professional way of answering the telephone in a business communication keeps everything clear between both parties. "Communicating clearly and listening effectively are the cornerstones of loyal relationships." When people can not see the person on the other end of the phone, a confident, knowledgeable attitude lets them know that they are dealing with a professional. .

Steps to follow:

one

Take your time to pick up the receiver of an incoming call. Rushing to answer the phone when you are not ready, tells the person at the other end that you are not ready to take the call. Let the phone ring once or twice before you pick it up and take a deep breath to prepare for the call.

two

Cite the organization you represent and your name. This moment is important since it transmits the most basic information to the other party and eliminates any doubt about whether it is the correct number.

3

Listen carefully to the caller. Wait until you finish talking to answer and make sure you understand your questions before answering. Clarify any detail of the interlocutor's questions if you are not sure.

4

Speak slowly when you answer the caller. Be confident in your answers. Choose your language carefully, since jargon or indecisive words can lead the caller to doubt their experience. Ask the caller if you understand the information you provide.

5

Ask for permission before putting a call on hold. Thank the caller for your patience and tell him how long he will have to wait. Request approval for forwarding messages or seeking a query, as this will give the caller the option to wait online or not.

6

Check that the caller understood the information you provided. Review important dates and times. Ask the caller if they can be of more help before ending the call. Thank the caller at the termination of the call.

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