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How to Answer Your Business Calls Professionally
How to Answer Your Business Calls Professionally
At Quest Business Solutions, we believe the following must form the minimum starting points that all add up to provide the perfect professional image for a business
Rochdale,
Lancashire,
United Kingdom
(prbd.net)
06/07/2011
Telephone Answering is one of the most important, cost effective and very efficient means of communication available to businesses. However, nearly a quarter of all new business is lost due to unanswered phone calls and over 75% of customers do not call back if they hear a Telephone Answering machine. This means that a significant amount of business is lost due to inadequate and poor Telephone Answering service. The solution is to provide a professional Telephone Answering service, which fulfils the business needs adequately and professionally. Usually, this means hiring a professional member of a team and all the costs associated with it. An alternative could be to outsource this to a company offering a professional Telephone Answering service at a fraction of the cost of employing a member of staff.
At Quest Business Solutions, we believe the following must form the minimum starting points that all add up to provide the perfect professional image for a business when answering telephone calls as customers expect professionalism and well mannered call handling at all times.
Every call should be answered quickly - no potential client likes to be forced to wait.
Always be organized and prepared to take notes from the conversation - this helps to get all details from the caller.
All Phone Calls Answered should be greeted within the appropriate context to the business - for example; ‘Good Morning’ or ‘Good Afternoon’ depending upon the time of the day.
Introduce the caller to the business name and yourself if appropriate - this can make the caller at ease to converse with the business.
Take control of the call by asking relevant questions - this helps to get as much information as possible from the caller to eliminate unsolicited calls.
The ‘right’ questions include asking the caller their name, the company they are calling from, who they would like to speak to, what the call is regarding and if the person is awaiting their call. Whilst directing the call to the appointed person, the caller must be informed and requested their permission that they are going to be put on hold before the actual call transfer.
During the call answering, there should be a happy or appropriate tone – as every people react differently to tones, especially if they are complaining. The best thing to do is smile throughout the call as it helps send a positive tone of voice. Using the caller’s name makes caller feel personal, repeat to customers where appropriate to show that you are listening and understand their situation. If you do not understand, ask politely for them to repeat or explain further so that you may help them correctly.
About
Quest Business Solutions provide wide range of virtual services like virtual receptionist, phone answering service and telephone answering service in UK.
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