Effective, best, and a proper way to answer a business phone professionally. The phone should be answered with a grateful and positive greeting such as “Hello,” “Good Morning,” or “Good Afternoon,” etc. Following the greeting properly, the person who answers the phone should politely give his or her name and the name of the business or organization that is being contacted.
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When answering a business phone it is really very important that it is not allowed to ring more than three times. Advise employees that the second or third ring is enough and the ideal time to pick up the telephone.
Put on a proper professional smile before placing or answering a phone call. When a person actually smiles it really affects the sound of his or her voice, giving it a more pleasant and friendly tone. For clarity, the telephone should be held at a proper distance like two fingers from the mouth.
Voice and tone
Speak in a clear smooth tone using a voice that is neither too loud nor too low. Words should be enunciated and said slowly enough that people are actually able to understand clearly what is being said to them.
Hold and permission
If someone must be put on hold, politely ask for permission first, and give him or her the proper option to leave a voicemail message. When taking them off of hold thank the caller to perfectly show that their time is really respected.
When a caller is speaking, carefully and silently listen to what he or she has to say without interruptions.
When placing a call a person should always perfectly state his or her name before asking for the person that the call is for.
Always return phone calls in a given time period if a return call has been promised. If a time frame was actually given the caller must make every attempt to return the phone call as quickly as possible within that exact frame.
Call transfer is also important to understand the actual aim of the call. If it is necessary to transfer a call, ask and inform the person on the other end before doing so. It is also really important to explain the actual need for the transfer.
Keep in mind that before transferring a call, perfectly confirm that the person to whom the call is being transferred is available. This person’s name should be given properly and clearly to the party who is being transferred.
Don’t use a speakerphone or public voice call unless absolutely necessary. Speaker phones give the caller the impression that you’re actually not fully concentrating on his call or talk, and make him think that his call isn’t private and secure. The only time to use a speakerphone is when you really need more than one person to be in on the conversation at your end. Ask the caller respectfully if you may put them on speakerphone before you do it.
The best and proper way to answer a business phone is to understand the actual mood of other side people.
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