It's important to project a professional image at work.Answering the telephone is something that almost every employee in the company does.Answering the right way will project a positive tone, help the caller feel comfortable, and set you up to answer any questions he or she may have.
Step 1: Answer quickly.
It is rude to keep people waiting in a business setting.Before the third ring, get to the phone and answer.
Step 2: Put the phone in your hand.
If you want to answer the phone quickly, you should be patient and wait until you get to your face.The person on the other end doesn't miss any information if you start talking before the phone is right up against you.
Step 3: Before you answer, take a deep breath.
Before giving your introduction, take a deep breath after the phone is up to your face.It will be easier to speak slowly and collect your thoughts if you keep calm and controlled.
Step 4: Take the time to introduce yourself and your business.
It's important that the other person on the line knows who you and your company are.Make sure you lead with the name of the business.If you give yourself a scripted greeting, you won't have to think about what to say when the phone rings.The message will be slightly different depending on your circumstances.If you are a receptionist, you need to know the whole company so that you can help the caller.Nick is speaking and it is simple.What can I do to help you?This allows the caller to know who you and your business are.If you are a personal receptionist, you should be able to tell the person your caller is trying to reach.If you are in an office, let the other person know what you do so they can ask questions.Identifying yourself by saying "Hello, this is Jessica in Accounting" lets the other person know if they have reached the office or person they want.
Step 5: There is a pen and notepad near the phone.
If the person wants to leave a message or give you other information, this will allow you to write it down quickly.While you search for something to write with, you don't want to keep your caller waiting.
Step 6: As you speak, smile.
If you are in a bad mood, faking a smile on your face can help you sound nicer to the person on the other end.It will probably make you feel better as well.
Step 7: Speak in a professional manner.
It's important that you and the other person understand each other in a professional setting.To make sure your information gets across, speak slowly and enunciate your words.Speak with clear words such as "Yes" and "No" instead of using words like "Yep" or "Sure".Don't forget to say "Thank you" and "You're welcome" when appropriate.It's a good idea to pass along a name or phone number so you can learn the alphabet.It's a good idea to use hints like "V as in Victory" to avoid confusion over letters that sound similar.
Step 8: The caller needs to be addressed professionally.
Mr. is the title of the person.If you don't know the caller personally, their first name is Jones.You should address him with his name during the conversation.It might be helpful to write down the person's name after you get it.
Step 9: If necessary, transfer the person to another location.
If someone is calling you at work, he may have a problem that needs to be solved.If you don't know how to answer a question, do not try.Try to transfer him to someone who can help.This shows that you are willing to help the caller.It is possible to transfer calls from an office phone system.If your office does, make sure you know how it works.If you don't have the right person's number, give it to your caller.Offer the transfer and be as polite as possible.Say something like, "I am afraid I can't answer that."Before changing the call, make sure the person on the other end agrees.Offer to take a message if someone else isn't available.It's a good idea to pass that message along.
Step 10: End the call in a professional manner.
A clear and polite "Thank you" or "Goodbye" lets the other person know that the conversation is over and she can hang up.There shouldn't be any confusion as to whether or not the conversation should continue.The other person should hang up.She initiated the call, so you want to let her finish what she needs to.It can appear rude if you hang up when the caller is not ready.