Top tips on projecting a businesslike phone manner

Ever felt difficulty with finding the right words when answering a phone call? To avoid rambling and unprofessionalism while communicating via telephone, different kinds of strategies can be used. To obtain a professional manner, you could use some help in this field.  In order to avoid tripping over your tongue while recording a greeting message, […]

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Ever felt difficulty with finding the right words when answering a phone call? To avoid rambling and unprofessionalism while communicating via telephone, different kinds of strategies can be used. To obtain a professional manner, you could use some help in this field.  In order to avoid tripping over your tongue while recording a greeting message, the following strategies can be implied to improve communication over the phone.

The Basics

While leaving a message or answering any call, the employee has to keep a professional tone. Whatever the phone task might be, an energetic and earnest tone should be used so that the clients wouldn’t feel as if they’re bothering you.

Never rush through a conversation, or the customer may think he’s interrupting something. Talk in a slow and clear manner so that the client feels important. Speak in a clear and unhurried manner.

Pay attention to what your client is trying to say. Don’t multitask while talking to him and stay focused”; it’s not the time to also check your emails!

Keep the conversation friendly, but don’t show any lack of professionalism.

Recording a Greeting on VoiceMail

A great way to advertise a business or to welcome potential clients is through voicemail greetings. These greetings should include the business name. Give a time when you might be available and an email or another source they can contact you through.  End it with an inspirational message.

Leaving a Message

It’s essential to leave a succinct message that would give the client all the appropriate information.  A professional message should contain your full name, time of call and the reason behind the call.

A Final Word

In order to avoid unnecessary rambles, you can write down the message, or jolt down some important points that you might want to include in the message before speaking.

The phone plays an important part for your business and by mastering this crucial skill you can build good business repute, build credibility and strengthen you relations with current clients.

VoiceMail vs Virtual Assistant

Of course, there really is no contest – it’s an accepted fact that potential customers will hang up the phone and call someone else rather than leave a voicemail message.  To capture every business prospect their call needs to be answered promptly, and professionally.  If you’re unable to answer calls yourself, our team of PAs are here to help!  Find out more about Call Center’s call answering service for busy people.