Most people would agree that good business phone etiquette is important. After all, your interactions over the phone can make or break a deal. However, many people are not sure what constitutes good business phone etiquette. In this article, we will discuss some of the most important things to remember when making or taking calls as part of your business.
Table of Contents
What Is Business Phone Etiquette, Anyway?
Put it simply, it is a set of rules your agents have to follow when handling calls. In everyday situations, we often do it intuitively, based on our experience or upbringing. In business, you need to pay more attention to how you speak with customers or prospects as the call center is the face (or, in fact, a voice) of your business. Moreover, handling business calls requires professional skills as callers expect an immediate response from you. Nowadays companies use multiple digital channels to interact with customers but it’s unlikely that all this multitude of choices will remove phone conversations completely. Business phone etiquette is sure to remain relevant.
Common Questions about Business Phone Etiquette
When it comes to business phone etiquette, there are a lot of questions that come up. How should you answer the phone? What do you say when someone calls? How can you make sure that your calls are as effective as possible?
How long should you talk on the phone?
How long you talk on the phone depends entirely on your business. You may find that you only have a few minutes to speak with someone, or maybe it’s best for everyone if they just hang up and leave. Whatever your situation is, make sure that you’re polite when you end the call.
How do I answer the phone?
The best way to answer the phone is by saying your company’s name and then giving a brief introduction about yourself. For example, you might say “Good morning, ABC Company. This is Jane Doe speaking.” You should also be prepared to take messages if someone doesn’t pick up, as they are probably busy.
How should I end the call?
When you’re ending a business call, it’s always good to thank the person for their time and ask them if there’s anything else that they need from you before hanging up. This way, they know that you respect their time and appreciate that they took the time to speak with you.
How do I make sure that my calls are effective?
There are a few different things that you can do to ensure that your business phone calls are as effective as possible. First, try not to call more than once per day. Second, always be prepared with a list of questions or topics that you want to discuss. Finally, make sure that you’re speaking to the right person – don’t call someone if they aren’t the one who can help you with your question or issue.
Why Is It Important To Understand More About Business Phone Etiquette?
It’s no secret that the way we communicate with others has changed dramatically in recent years, thanks in large part to technology. And while there are many different ways to communicate with people – from text messages and emails to social media and video conferencing – when it comes to business communication, nothing beats a good old-fashioned phone call.
But even though phone calls are still a key part of business communication, many people don’t take the time to learn about proper business phone etiquette. This can lead to all sorts of problems, from misunderstandings and miscommunications to awkwardness and even conflict.
That’s why it’s so important to understand more about business phone etiquette. By learning the basics, you can make sure your phone calls go smoothly and that you come across as professional and polished.
• Save time by learning to get through calls quickly
• Make conversations more productive with proper etiquette
• Keep your conversation partner focused on the call’s intended topic
• Reduce unexpected losses that can come from miscommunication or
details being left out of a conversation.
Important things to remember when making or taking calls in a business setting
Be aware of your tone of voice.
The tone of your voice can be a huge factor in how others perceive you on the phone. How you speak can also have an impact on your success, as people are more likely to remember things they hear than what they read or see.
Be sure that you’re speaking clearly and concisely when talking with others over the phone.
You don’t want to sound like you’re mumbling or stuttering. You also don’t want to be too loud because this can come across as obnoxious or rude.
Be polite, even when the person you’re talking to is being rude or difficult.
No one likes dealing with someone angry, frustrated, and inconsiderate of others’ feelings – especially in a business setting.
Be aware of your surroundings.
If you’re in a noisy environment, it might be difficult to hear the person on the other end of the phone. Likewise, if you’re talking on speakerphone, be sure that others in the room can’t hear your conversation.
Avoid multitasking when you’re on a phone call.
It can be difficult to focus on a conversation when you’re trying to do something else at the same time.
Take care of distractions.
If noises or people are walking around in the background, let the person you’re talking to know so they don’t think you’re not paying attention.
When it comes to business phone etiquette, the objective is to produce long-term, trusting relationships with your clients. These guidelines are also beneficial to your company. They would improve their communication skills and become actual professionals by understanding all business phone etiquette.
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.