When you’re running a business, it’s important to make sure that you’re following proper phone etiquette. After all, this is how your customers and clients will first interact with your company. If you’re not following the proper protocol, you could end up making a bad impression on potential customers. In this article, we will discuss 5 fast facts about business phone etiquette!
Table of Contents
- 1 Business Phone Etiquette and Its Importance
- 2 Fast Fact #1: First Impressions Matter
- 3 Fast Fact #2: Be Familiar with the Company Policies
- 4 Fast Fact #3: Keep it Short and Sweet
- 5 Fast Fact #4: Be Aware of your Tone and Volume
- 6 Fast Fact #5: Don’t Forget to Say Thank You!
- 7 Bad Business Phone Etiquette’s Risks
- 8 What can you do to improve your business phone etiquette?
- 9 Final Note
- 10 Does Your Business Need a Reliable Virtual Receptionist?
Business Phone Etiquette and Its Importance
It can be difficult to properly handle business phone calls, especially for those who are used to the informal communication of text messages and social media platforms. You certainly don’t want to sound too casual or unprofessional on a call with your boss, customers, or clients.
It is critical to have excellent business phone etiquette. The first impression you make on your clients is frequently established in the first contact, and it can help boost client loyalty. Competence is shown by answering calls swiftly and taking messages and allowing your consumers to feel cared for. Listening attentively before responding demonstrates patience and authenticity; this helps build consumer connections. Asking appropriate inquiries while on the phone is also a component of good phone call etiquette, as it allows you to find out whether or not your customers are pleased.
Here are 5 fast facts about business phone etiquette to help you stay on top of your game:
Fast Fact #1: First Impressions Matter
The first 5 seconds of a call with someone is when they will form their first impression of you. Make sure you are clear, concise, and professional when answering the phone.
Fast Fact #2: Be Familiar with the Company Policies
If you’re not familiar with company policies, now is the time to educate yourself! You don’t want to be caught off guard or give incorrect information if someone were to call in asking about your business.
Fast Fact #3: Keep it Short and Sweet
We all know that there is a certain amount of time when you are on the phone with someone: 5 minutes, 5 seconds, maybe even 5 hours! Keep this in mind if your call exceeds what would normally be expected for an average conversation about whatever subject matter at hand. If it seems like the other person is losing interest, it might be time to wrap things up.
Fast Fact #4: Be Aware of your Tone and Volume
Just like in a face-to-face conversation, the tone and volume of your voice can make or break a call. Be aware of how you are coming across to the person on the other end and adjust accordingly.
Fast Fact #5: Don’t Forget to Say Thank You!
Last but not least, don’t forget to say thank you when it comes time for your call. End all conversations with a brief thank you, expressing appreciation for the caller’s time and effort. Even if the person doesn’t have time right now or needs more information from you before proceeding with their request/question/concern, saying “thank you” is always appreciated.
This will provide a new level of warmth to bring the call to a close. It’s even better if you can wish them a nice day while doing so. It adds a personal touch to your business call that goes a long way.
Bad Business Phone Etiquette’s Risks
When customers don’t get a prompt response to their calls, they generally hang up and go to your competitors. You may lose a client if you don’t return a call or leave a message if the person they’re seeking isn’t accessible.
If you don’t welcome your callers with a nice greeting, it’s terrible business phone manners, and it can deter them from doing business with you. It’s also bad etiquette to end calls too soon, as it might lead to dissatisfied clients. Instead, if you are unable to chat for the entirety of the conversation, ask the customer for a convenient time to contact you again.
What can you do to improve your business phone etiquette?
If you’re concerned about your phone etiquette, pay attention to how you speak on the phone. Do you use a lot of “um”? Do you answer the phone at the table? The key to resolving the problem is to be aware of it. Examine the significance of the points and use them as a guide. Ask close friends and family members how they think you come across on the phone, and if they have any constructive criticism or recommendations, remember to include them in your subsequent discussions.
Any company’s performance is directly dependent on effective management phone interactions; after all, it only takes one call to give a broad image of the organization. It will be impossible to fix the situation if this impression turns out to be bad. As a result, it’s crucial to understand what defines effective business phone conversation.
Does Your Business Need a Reliable Virtual Receptionist?
Reliable Receptionist helps small to mid-sized businesses enhance their professional image, improve customer service, manage workload and convert callers to become loyal clients. At Reliable Receptionist, we not only provide simple answering services but you can be confident your company’s incoming calls will be immediately answered by one of up to five trained representatives assigned to your account. Our off-site receptionists are professionally ready to answer questions about your business, provide directions, capture critical lead information, schedule appointments, and forward calls to the appropriate department depending on your set guidelines. One of the many advantages of using an off-site receptionist with advanced call handling technology is that your calls can be privately announced and seamlessly connected to you in real-time on any phone number. Many of our clients provide multiple connecting numbers for us so we always have the best way to reach you. Let’s Work Together! For more information or to request a quote and free demonstration, send us a message or call us today at (925) 627-4200.