Whether you're in person or on the telephone, first impressions mean everything. In the business world, contracts can be lost and deals broken through one bad phone conversation. Practice your telephone etiquette and you'll be on your way to guaranteeing a job well done.
Instructions
1. Decide what message you want to portray when you answer the phone. Whether you're the company's president or the receptionist directing calls, answer the phone with stated purpose. The standard greeting never fails: "Good morning, thank you for calling XYZ, this is Joann, how may I help you."
2. Refrain from answering the phone when you are in the presence of clients or other associates. If possible, forward your calls directly to voice mail. If you're required to answer your calls, state "Excuse me" to whom you're having a face-to-face conversation and quickly place the caller on hold or take a message to return the phone call when you are alone.
3. Place phone calls when you're able to talk uninterrupted. If you have a meeting in 10 minutes, it's unwise to make phone calls to clients on business matters. You're going to feel rushed and may forget to cover an important area that needs your attention.
4. Prepare for a phone call. Have materials related to your call in front of you and available for easy reference. Expect the unexpected and be able to respond to answers directed toward you. If you're unsure of the answer, don't guess, but make a note of the question and ask for permission to get back to the caller on that topic.
5. Return missed calls as soon as possible. What's insignificant to you may be very urgent to someone else, and waiting for your response may be holding up their work. Be conscientious and aware of other's needs.
