9 Quick Refresher Tips to Instantly Improve Today’s Telephone Calls
These nine quick refresher tips to instantly improve today’s telephone calls will not surprise you in any way. These are quite commonplace, which is why we refer to them as refresher tips.
We want to offer them in bite sized chunks for you to devour with a nice cup of tea. Before you continue to read, do take a minute to put on the kettle and make a fresh cup of tea or coffee.
Now you have your cuppa beside you, these nine ‘top-up’ tips serve as food for thought, but we hope you will become aware of them and act upon each one when taking or making telephone calls today.
It’s true they won’t taste as great as a biscuit, which is the preferred accompaniment to a cuppa, but they will help you.
So, to refresh your telephone skills to the greatest effect, be conscious of them today and they’ll remain with you tomorrow and beyond.
1 Answer the phone within 3 rings
It’s important to answer a business phone within three rings! Always aim to pick up on the 2nd or 3rd ring.
2 Answer with a smile
Whatever your mood, to ensure total professionalism…always answer the phone with a smile!
3 Adopt a warm and enthusiastic tone
Sometimes your voice on the phone is the only impression a caller will get of your company – Be warm & enthusiastic
4 Keep greetings short and genuine
Avoid lengthy scripted greetings when answering the phone – It’s important to sound and be genuine from ‘Hello’ onwards
5 Make a professional introduction
Set the tone for a professional telephone conversation – Always remember to mention your company name at the beginning of the call
6 Establish key details within one minute
To save valuable time, you should establish your callers name, their company name and reason for calling within one minute.
7 Be present on a call
Give callers your undivided attention! – It’s really important to listen as well as talk.
8 Take accurate messages
When taking phone messages, always re-confirm details with the caller, reading back phone numbers and checking spellings
9 Keep callers on hold informed
If you need to place a call on hold for any reason, do ask the caller if it’s ok to do so and listen for their response. Always check back with them every 30 to 45 seconds, even if you’re in the process of finding information for them.
These nine tips and many more are always kept close at hand for us here at Message Takers, because taking and making telephone calls is what we specialise in and tips are a constant reminder for us to maintain and improve upon our skills to represent businesses of all types.
Do call us on 01858 439000 for assistance with telephone answering. We can also make calls on your behalf and assist you with a number of administrative duties.
Now you’ve finished your cuppa, it’s time to take these tips back to your desk and put them into practice when you pick up the phone.