With so many businesses on equal footing with products and technology, the level of service you offer is sometimes the only thing that sets you apart from your competition. Don’t overlook the importance of practicing good telephone etiquette when it comes to forging quality connections with your clients. Here are some tips to ensure you’re putting your best foot forward on the phone.
Answer Quickly
Answering every incoming call within the first three rings is practicing good phone etiquette. If you’ve been smart and adopted Voice over Internet Protocol services for your business phone needs, you’re already one step ahead when it comes to providing customers with the ability to connect with you quickly. With VoIP systems mobility, you can answer calls right from your cell phone, so no more endless ringing or sending callers to voicemail while you’re away from your desk or driving to a sales call.
Stay Off Speakerphone
Yes, being able to talk hands-free at home while making dinner is useful, but switching to speakerphone on a business call signals to the person on the other end that you’re multitasking and not giving him or her your full attention. It also tends to muddle your voice and usually introduces background noise that can be disruptive. If you must free up your hands to take notes or troubleshoot an issue during a professional call, using a headset is a better option.
Take Notes
When you’re sitting at your desk on a call, it’s easy to be distracted by incoming emails and office activity. You may slip into “uh-huh” mode, seemingly going into autopilot and missing key points that your caller is sharing.
To stay focused, step away from your devices and take the call in as quiet a space as possible. Keep a pen and pad at hand for jotting down key points, and then verbally go over the notes you made before wrapping up the call. Note-taking and summarizing demonstrates to your caller that you’ve taken his or her needs seriously and that you’re already prepared with the information you need to start working on a plan to meet them.
Even with so much helpful technology available in today’s business world, the importance of practicing good telephone etiquette shouldn’t be overlooked. Picking up calls quickly and staying engaged by keeping off speakerphone and making useful notes can make the difference between success and failure in your customer communications.
