4 Ways to Answer VoIP Phone Calls Professionally at Work
Many people will say that answering phone calls is a basic and straightforward process. The truth, however, is that no matter what your job is or who you are, answering phone calls in a friendly and polite manner is vital. Regardless of whether or not you know the person calling, professional phone etiquette is crucial to starting off a phone call on a pleasant note and making a good and lasting first impression.
If you are working in a business that greatly involves answering inbound VoIP phone calls, you need to have a certain degree of confidence and professionalism. If your position in the company entails handling calls from customers and clients or answering the company’s main telephone line, know that the way you answer the phone has a direct impact on your company’s success. Many people, however, get in the bad habit of answering phone calls in their present mood or casually without thinking about how their words or tone of voice will be interpreted by the caller.
If you want to improve your professionalism in answering VoIP phone calls at work, here are four ways you can do so to make the right first impression
1. Answer calls before the 3rd ring
Ideally, unless you are waiting for that particular call at a specific time, it is impossible to answer a call on the first ring. Being prepared can be good but answering a call on the first ring may put your caller off guard. Picking up the phone on the 2nd or 3rd ring, however, gives the caller enough time to settle in and get ready for the call. Know that you should not wait too long before answering the call as well because it gives the impression that you are not ready for the call or that their call is not important.
2. Start with a professional and warm greeting
It is important to always answer a phone call in a friendly and polite manner and have a good start, even if you don’t know who is calling. Start with a positive and pleasant attitude in case the caller is a potential client or prospect you want to impress. Politely introduce yourself and give a pleasant greeting, such as:
“Good afternoon, this is (your name), how may I help you?”
“Hello, this is from (name of the business), how can I help you?”
3. Don’t engage in pleasantries
While it can be easy to get engrossed in a conversation, avoid long talks that involve exchanging pleasantries. Talking about the weather or any other irrelevant topics may be considered appropriate on some occasions, but try to avoid lengthy conversations if they only result in wasted time for both parties. It is understandable to be friendly when answering phone calls, but it doesn’t mean you have to be friends with your caller.
4. Don’t put the phone on speaker
Unless absolutely necessary, never use a speakerphone when talking with a caller. It can give the caller the impression that you are not focused on the call and that the call is not private. The only time you need to do this is if you need another person to be in the conversation. Before you do this, make sure to ask the caller if it is all right to put them on speaker.
Although answering phone calls seems like an easy task, many people overlook the importance of implementing friendly and professional phone etiquette. Improcom makes it easier by helping your business put a comprehensive VoIP phone solution in place. With features like alternate greeting capabilities and an automated attendant, you’ll be taking your business’s phone call professionalism to the next level!
If you’re looking for a VoIP phone for your business, get in touch with us today to see how we can help.