Yes, every call has a beginning, middle and end – Here are some quick tips to help you through the journey of an outbound telephone call.
1 Be ready to make calls….Do you save contact details for each and every person you meet in your phone’s memory? It makes life much easier if you do, as you will always have speedy access to them each time you need to call.
2 When you make or receive a call, any phone greeting should confirm where the caller is telephoning – (don’t answer a business call with just ‘Hello’) – Use your company name and introduce yourself to the call if necessary. If you are using your mobile phone for business, it’s just as vital to adopt this method of greeting.
3 Not every caller will make your life easy, but it is important to maintain professionalism at all times whilst on the telephone. Our advice is to be patient and choose words carefully.
4 Don’t pretend to understand everything you’ve heard over the telephone. Ask questions to check details and use the phonetic alphabet to check spellings. You can find a very handy reference to the phonetic alphabet on our Message Takers facebook page.
5 If you have not understood some information whilst on the phone, don’t be afraid to ask the caller to repeat details. It’s better than getting it wrong.
6 Always end a business telephone call with a pleasantry: “Thank you for your call” or “It was nice speaking with you”.
Without being scripted it is worth maintaining a structure to your telephone conversations and we do hope that these bite sized tips will help to refresh your telephone skills. If you need further help and support with telephone answering for when you are unavailable, do call us here at Message Takers to discuss your requirements.