In business you need to create a great impression from the moment you pick up the telephone to answer it. We are going to share some valuable tips to help you with your telephone answering techniques.
You simply cannot afford to allow members of staff to answer your phones greeting callers with ‘Hi’ or ‘Hello’ Whilst they’ve answered the phone, which is a positive step, the simple ‘Hello’ or ‘Hi’ creates totally the wrong impression and instantly makes the caller think they have either mistakenly called a domestic residence or are through to a business that lacks professionalism.
Best practice is to have a standard greeting that staff must use when answering your phones. This is easy to structure and should be kept simple. For example, if we are answering our calls we say:
“Good Morning, Message Takers. How can I help you?”
About 90% of our clients opt for exactly the same greeting structure, but there are a few that like to go for something even simpler:
“Hello Message Takers”
At the very least you are announcing the company name, which instantly reassures the caller that they’ve contacted the correct business. With our greeting that asks ‘How can I help you?’ the caller is invited to let you know the reason for their call.
In addition to the wording of your greeting, you also need to educate those answering calls to be positive and bright – encourage them to smile as they answer. It will make the caller feel welcome and lets them know you want their business.
If you’d like to hear some examples of how we answer different calls for clients, feel free to dial any number between 01858 439020 and 01858 439035. And if you’d like to speak to us about telephone answering for instant professionalism and an efficient way to collect messages call us on 01858 439000. www.messagetakers.co.uk