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5 Tips for Answering Phone Calls in a Professional Way


Are you curious to know the secrets of virtual assistants and virtual receptionists working for telephone answering service companies?

When it comes to dealing with a phone call, one of the most challenging parts comes in how you answer and manage the call itself. Many people feel like they are too informal, they are falsely formal, or they find it hard to answer the questions that they are being asked. In any place of work or business, one of the most important factors that you can do is deal with how you answer the phone. To help you become more confident in answering such queries, here are some tips to make your phone etiquette improve.



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Always Be Quick


The best thing that you can do is answer the call as quickly as you can. Leaving a phone ringing is unprofessional, and you can easily make an impression by answering within a couple of rings. If someone has called your business, then the least you can do is pick up the phone as quickly as possible and give them a clear and considered answer regardless.


Always Smile


Ok, so smiling does not matter in a physical sense – it’s a phone call and they cannot see you. What it does do, though, is it allows you to answer with a more positive tone of voice. A smile changes the tone of your voice and the way that you speak, and it makes you sound more welcoming and interested in hearing what the other person has to say at the other end of the phone. It’s a little thing that makes a big difference at the other end.




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Never Mumble


Even if a call is going well and you appear to be making a rapport with the other person, you always want to be as clear as you can. It’s easy to fall into a mild mumble when talking to someone if you feel comfortable in the conversation, so make a point of being as clear as possible with every word that you utter. You might be a small business that prides itself on being informal and comfortable for the punter, and that’s fine, but avoid mumbling at any point.


Never Give Up

The worst thing that you can do is to say, “I do not know” – if you don’t know, promise to find out. If you cannot give someone an answer, let them know that you will go and find the answer and then you can give them a time for getting in touch with them about the next step. Not having the answer is ok, doing nothing to get the answer? Less so.



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Be Clear


Always make messages short, clear and as concise as they can be. A message that you provide should always be swift and easy to understand, at least as best as you can. Being clear allows you to detail that you have given the person the information they need, and means they never get lost or uncertain when they are speaking to you. Clarity is vital in any phone call, especially for a business.

With the above tips on how to answer phone calls in a professional way, you will surely be confident in answering calls like a pro in no time. If you want to leave it to the professionals, you can also hire a telephone answering service to do the same job.

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