The telephone has been an essential part of business for years. Not only does it serve as a way or clients to communicate with your company but also in the office itself. This has led to telephone etiquette being a basic requirement on many job applications. Here we are going to provide you with a few tips to make sure that your telephone skills are up to par.
Although many business interactions are now done on cell phones, this doesn’t mean that this rule no longer applies. Picking up the phone in 3 rings provides you with ample time to recognize who is calling, recall your introduction and finally pick up the phone. This shows not only an appreciation for your own time but also to whoever is on the other end of the call. As soon as you do pick up the call, introduce yourself and if applicable state your position so that the other person knows exactly who they are talking too. It may be that they need to be transferred to another line or need to be placed on hold. Don’t let information get to your ears that does not apply to you. Not only is this a matter of confidentiality but also prevents the client from having to repeat themselves.
Be mindful of your tone when speaking on the phone. This starts with your positioning in your chair. If you sit up straight or even stand up. Not only will your voice come out more clearly but you will have a better pace and sound more alert. From the moment you pick up the phone, you want to sound like a professional and be genuinely interested in what the other party has to say. Although it may be difficult at times, keeping a positive attitude on the phone can protect you and your business from any sour transactions.
Finally, when you are on the call, make sure to have a pen and paper handy to take notes. It could be that you need to take a message or have someone else call them back later. Always remember to get their full name, where they are calling from, and repeat their phone number back to them to make sure it is correct. If you are dealing with an international number, don’t forget to get their country code.
Should you find yourself on the phone we hope this serves as a reminder of how to stay professional on the phone. It can be easy to forget with the access we have to our smartphones but in the business world, these steps are crucial. If you are looking for a staffing firm in NYC we hope you will consider us your premier employment agency in New York.