When people call your office, you want them to feel like they’re in a professional environment. If the answer is too informal or unruly, you might lose their business or miss out on a potential new client.
Specific industries take phone call answering more seriously. Accountants and lawyers need to show a level of authority when answering the phone so people can trust them. Other industries might be more relaxed, but you still need to maintain a high level of respect and courtesy.
In this article, we’ll demonstrate the best way to answer a phone professionally. But first, why is a professional answer imperative? We’ll also provide some helpful examples of answering phone calls.
The business world takes answering the phone seriously. In today’s instant messaging and email world, the phone is one of the remaining vestiges of personal communication. It’s the last resort, in some cases, for things that you can’t convey via text.
Clients will be concerned if someone answers the phone to their lawyer’s office and says, “what’s up?” That’s why a professional answer isn’t a strategy. It’s the standard. This is what’s expected on all ends of B2B and B2C contact, and if your company answers the phone professionally, you will look foolish and unorganized.
Finally, a genuinely professional answer can generate exceptional results. Using a call forwarding or answering service can guarantee you top-tier solutions every time the phone rings. Consider hiring one for perfect voice interactions with clients.
Now, let’s go over some basic guidelines for how to answer when a client is calling.
Clients are busy too, and they’re not going to wait around for you to finish your sandwich. Try to answer every phone call before the third ring to avoid impatience or an early hang-up. Having someone in the office ready to transfer all calls if you’re busy is also essential. If you’re not confident that person knows how to make a professional phone call, consider giving them a receptionist phone call answering script.
Just because you want to answer with a sense of authority doesn’t mean you need to sound like you have The Terminator on the other line. Feel free to ask your client, “how’s your day going?” or “Did you enjoy the weekend?” This will make them feel more welcome. Still, be ready to get down to business if they’re in a hurry.
No one wants to be talking to a nameless voice. Identifying yourself and the company right away will confirm this person has dialed correctly and is about to begin their meeting. There are a few different formats for how to answer a phone call in English. When answering professional calls, the call opening can include: “Hello there, X (name) from Y (company) speaking, how may I help you?”
The last thing you want is for the client to have trouble understanding you. This can make them very uncomfortable, especially if it begins right from the start of the call. Position your microphone about an inch from your mouth, so your lips have free movement. Take your time while talking so you don’t slur any of your words together. If possible, use a speakerphone in a quiet room.
No matter how familiar you are with a client, cursing is not how to answer the phone when you know who is calling. If you let one slip, you should apologize or say “pardon my french” immediately to regain the professional atmosphere. Too much slang will also be perceived as informal and might get lost in translation for an international clientele.
No one’s days are always perfect, but it’s important to hide that from your phone conversations. Keeping an upright vocabulary and optimistic phrases are great ways to answer calls professionally. If someone asks how you are, always tell them “great” or “terrific.” If you’re down in the dumps, then you can think of a positive memory before the call to revitalize your chipperness.
If you miss a potential client’s call, the chances are they are already looking for another business. If you hurry, you can catch them before they find one. Return all calls within one business day for maximum results.
Your clients expect a professional answer when they dial your number. We just provided you with the essential knowledge of what to do when you pick up the phone. Remember always to maintain a professional demeanor and be ready to serve.
The way you present yourself on the phone is a snapshot of your company as a whole. If you answer correctly, then you are painting the picture of a well-organized business.
How do you answer a phone call? We’d love to know.
Hire our answering service today to make all your phone calls professional!
