Answering phone calls in a polite and professional manner is a key factor to the success of any business. Most people use the phone as their main form of communication with customers every day, however, many lack that special professional quality. As a business owner you can decide to be excellent or to be average.
Answering phone calls in a polite and professional manner is a key factor to the success of any business. Most people use the phone as their main form of communication with customers every day, however, many lack that special professional quality. As a business owner you can decide to be excellent or to be average. If you decide to be excellent and become proactive in your quest for professional phone quality, you have a couple of choices; you can either retrain and monitor your entire staff or you can hire an answering service. You may be saying to yourself, “I’m a professional, why should I pay for something that I can accomplish on my own?” The answer is, when you hire an answering service, like VoiceNation Live, you are hiring already trained phone answering professionals. This leaves you more time to handle the running of your business while keeping a professional sound.
How does VoiceNation Live accomplish this? By simply using the following steps:
1. Be prepared, both mentally and physically.
This may seem unnecessary, however, it is vital. For example, have you ever called a business and when the phone clicked over there was several seconds of dead air? Or, after you’ve talked for a full minute, been told “hold on a moment, let me get a pen”? Most people have experienced similar scenarios, and the outcome is usually dissatisfaction. Any level of dissatisfaction is unacceptable for VoiceNation Live operators.
2. Be prompt and accurate.
Once you are fully prepared to answer the phone, make sure you do so in a timely manner. Whenever possible, answer every call on the first ring. Once you have picked up the phone, immediately identify yourself and the company you work for. Also, make sure to use a proper greeting. Would you feel that a company is competent if it was 2 o’clock in the afternoon and the receptionist is answering the phone “Good Morning”? VoiceNation Live has the fastest pickup time in the industry, and by using proprietary technology, VoiceNation Live operators are able to ensure your calls are properly answered; no matter what the time of day.
3. Be enthusiastic.
Put a smile on your face before your hand ever touches the receiver. You may be asking why, and the answer is simple. A smiling voice puts callers at ease and makes them feel like a valued customer. Your tone of voice on the phone takes on the role of your body language. Positive, helpful body language brings about positive change and so does a positive, cheerful voice. VoiceNation Live operators understand that every call is important and they make sure their smiles can be heard on every single phone call.
4. Avoid excessive noise.
Make sure you are not eating or drinking when you answer the phone, including chewing gum. Not only is this rude, but it also makes the call more difficult. If you are unable to speak clearly, it will take the caller twice as long to figure out what you need from them. Miscommunication creates unnecessary confusion. VoiceNation Live operators strive to eliminate as much ambient noise as possible to ensure high quality phone service.
5. Ask relevant questions.
Now that you have engaged the caller professionally, that trend of professionalism must be maintained. The best way to do so is to ensure that proper grammar is always used and never chit chat; the caller has a reason for their call, get to the point but be polite. The best way to do this is to gather four standard pieces of information:
1. Caller’s name
2. Callback number
3. Person they are trying to reach
4. What the call is regarding
VoiceNation Live operators are trained to gather information that you feel is pertinent to the successful running of your business.
Whether you decide to go it alone or to go with a professional service, keep in mind that a professionally answered phone is usually a good indicator of a professionally run business. Remember that VoiceNation Live operators are available 24 hours a day to make you sound more professional.