As a business, you’ll inevitably find yourself dealing with phone calls. These calls may come from customers, potential clients, or colleagues. Navigating the minefield of etiquette and protocol can be challenging for inexperienced individuals, but handling business calls is not difficult when you know what to do. We’re going to explore a few useful tips for dealing with incoming calls.
Key Points
- Say Hello When Answering
- The Importance of Proper Phone Etiquette
- Be Prepared to Take Notes
- Show Professionalism with Proper Use of Grammar
To improve your own professionalism, focus on improving in each of these areas.
#1. Screen Your Calls
One of the first things you should do as a businessperson is learn how to screen your calls before answering them. Identifying the type of caller will be incredibly useful. For example, knowing how to spot spam calls can save you time and resources. You can use call checker websites to help with this task. By identifying calls, you won’t waste time dealing with irrelevant calls.
#2. Be Prompt
Answering calls promptly is crucial. Your caller’s first impression of you will be based on how long it takes to connect with a person, setting the tone for the entire conversation. To avoid creating a negative impression, try to answer your calls promptly and efficiently.
#3. Introduce Yourself
The first few lines of dialogue exchanged with the person on the phone are critical for establishing a good relationship. Make sure to speak slowly and clearly while introducing yourself and your business. Although some may see this as a formality, it demonstrates professionalism and helps to cultivate a positive image of both yourself and the organisation you represent.
#4. Explain Yourself
When speaking to potential customers, existing clients, or colleagues, it’s essential to handle the conversation professionally, courteously, and maturely. If you’re going to perform a task while on the phone with a customer, inform them. Whether you’re transferring them to a manager or accessing their details on a system, keep them informed. A customer may become suspicious if you attempt to do something covertly, resulting in an awkward silence. Being honest will help maintain their trust.
Conclusion
In conclusion, these are just a few tips that can help a businessperson handle incoming calls effectively. Clients, customers, and colleagues all require the same level of professionalism and respect. If you want to cultivate a positive image for your company, it’s well worth taking the time to observe some of the finer points of business call etiquette. This will assist you in your interactions and ensure that you have no issues with customers or clients.
