How to Properly Speak on Business Phone Calls

Does your business and line of work rely heavily on the use of phones? Since phone calls are most people's main point of contact, it's pertinent you answer the phone the right way. Because after all, this is the first impression — don't you want to make a good one on behalf of your business?

• Pickup Speed - Do not keep your caller waiting by letting the phone ring until right before it hits the voicemail. On the other hand, do not pick up right away, as this can catch the caller off guard. Picking up at the third ring is the sweet spot!
• Tone of Voice - Smile when you speak your greeting. You want to sound welcoming and happy to take their call — not monotone and unamused.
• Greeting - In your greeting, you want to include a welcoming statement, the company name, your name, and a question. An example would look like, “Good morning! Thank you for calling Reliable Voice & Data Systems. My name is Employee, how may I help you today?”
• Clear & Concise - When speaking, try not to use short words or slang like “okay” or “sure.” Instead, say “Certainly” or “You Got It.” Try to also refrain from saying “uhh” or “uhm” in between words. If you feel yourself about to say these things, create a short pause to collect your thoughts.
• Never Not Know - There are going to be times when the person on the other end of the line will ask you something you don't know. Rather than admitting you don't know, say “Great question, let me write that down and find out for you.”

Knowing how to conduct a proper business phone call is equally as important as an in person encounter. In order to have the best experience possible on the phone (with features like call forwarding, clear sound, and reliable service), contact Reliable Voice & Data Systems to inquire more about VoIP phone systems. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

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