How Can You Answer Phone Calls Professionally?

A smart and professional voice makes a lasting impression in the business age. Whether it is the office receptionist or a sales rep, a calm and understanding voice on the phone can make your day. Phone etiquette for business calls is an essential need these days. Even in modern-day email and texting, the phone is every business’s first introduction point and contact with customers. It helps you win over the prospective customer or makes you lose the consumer for life.

While many companies use telecallers to make business calls for client conversion, the WFH culture is making freelancers dial and answer most business calls. Hence, it becomes vital to know how to answer the phone correctly. Here are some steps you should practice while answering the phone to don’t start the conversation on the wrong foot.

Pick Up Phone After Two Or Three Rings

Timing is crucial when answering business phone calls. If you pick up the phone after the first ring, it may not give the caller enough time to compose their thoughts. If you allow the phone to ring two or three times, it provides adequate time for the caller to know what they have to say. If your phone rings over three times, it can irritate the caller and make him impatient.

You may use a Professional Call Answering Service to answer calls. It is beneficial for small and medium-sized enterprises that don’t have the financial strength to hire an extra human resource to handle the call volume. Put your call to voicemail if you are unavailable. There is no use in letting your phone ring when you cannot pick up the call.

Start With A Professional Greeting

The “Hello” greeting is standard in most business calls. Putting up a specialized greeting when answering the phone for your organization gives a professional touch. You can mention your company’s name, introduce yourself by name and ask the caller how you can assist. Example: “Good Afternoon. Thank you for calling XYZ Architects. This is Glady speaking. How can I help you today?”

The caller can be your boss, a new or existing customer, or one of your colleagues. It can even be a wrong number. Maintain professional decorum when answering on behalf of your company or your one-person outfit. It will help build a positive impression.

Watch Your Tone

Monitoring your voice modulation when you are on a business call can be challenging, especially if you do multiple duties at once. This is often the case if you are a front desk or customer handling executive. Try smiling when you greet the caller. It will help you maintain a professional and friendly tone throughout the phone-answering process.

Avoid Using Slangs

In specific industries, like the medical profession or hospitality, using slang language can put off the caller during the phone call. When you pick up the phone at work, you represent your company to whoever you are speaking to. Speak politely and avoid using cursing or foul language. Even if your phone dialog gets worked up, maintain your composure and aim to be polite.

Speak Slowly And Clearly

While answering a business call, you may have to face interrupted phone networks, background noise, or muffled voices. These factors can lead to unclear calls. Emphasize speaking gently and lucidly for the benefit of the callers. You will not have to repeat what you said. This will make your business conversation more efficient and professional.

Be Positive And Helpful

Maintaining an upbeat tone on the phone will help callers feel at ease. Give up saying “I don’t know” with proactive messages like “Let me see how I can help you.” If your key profile is to answer business updates phone calls, assist clients by fielding questions properly, and, if the need arises, transfer the call to the concerned department or colleagues. Treat your callers with kindness and reverence for a professional touch.

Ask Before Putting the Phone Call On Hold

Most clients can experience a long waiting time on the phone because the organization is busy or understaffed. This is true when a business firm does the initial call screening using automated systems. So, it’s essential to respect your business caller’s time from the very beginning. To do this, tell the phone caller before putting the call on hold and mention the reason. This is a good rule in phone etiquette and will go a long way with the customers. For example, “Let me check with my manager to find out an alternate route. Would you mind if I put your call on hold for a few seconds?”

Put The Phone Receiver Carefully

How you hang up a business call can send a positive or negative message to the person you just spoke to. End your phone call cordially by thanking you for wishing the person well. This will motivate the clients to feel upbeat about your organization. It will also make them more comfortable calling you in the future to tackle business complaints or queries.

Final Thoughts

Avoid eating or drinking when you call with a potential customer or a follow-up. Speaking with food in your mouth can make your accent vague. Also, make sure the person you transfer the call to is available. Browse voice modulation videos to get a fair picture of the business tone you should follow in answering phone calls.