Excuse Me Boss Someone Calling You Please Pickup The Phone
Answering calls is a crucial aspect of any business. It is the first point of contact between the business and its clients. Therefore, it is essential to make sure that all calls are answered promptly and professionally. When an employee fails to answer calls, it can lead to loss of business, damage to the company's reputation, and loss of customer confidence. In this article, we will discuss the importance of answering calls and provide some tips on how to handle calls professionally.
Why Answering Calls is Important
Answering calls is important for several reasons. Firstly, it shows that your business is reliable and professional. When a customer calls and the phone goes unanswered, they may assume that the business is not serious or that their business is not valued. This can lead to a loss of business, as customers will turn to other companies that they feel are more reliable.
Secondly, answering calls promptly can help to build customer loyalty. Customers appreciate when their calls are answered quickly and professionally. It shows that the business values their time and is willing to go the extra mile to provide excellent customer service. This can lead to repeat business and positive word-of-mouth recommendations.
Thirdly, answering calls promptly can help to prevent misunderstandings and resolve issues quickly. When a customer has a problem or a question, they want it resolved as quickly as possible. If they are unable to get through to the business, they may become frustrated and take their business elsewhere. Answering calls promptly can help to prevent these situations from occurring and ensure that customers are satisfied with the service they receive.
Tips for Handling Calls Professionally
Now that we understand why answering calls is important let's discuss some tips on how to handle calls professionally:
1. Answer promptly
Answering calls promptly is crucial. Ideally, calls should be answered within three rings. This shows that the business is efficient and values the customer's time. If you are unable to answer the call immediately, make sure you have a voicemail system set up and ensure that messages are checked regularly.
2. Be professional
When answering calls, it is important to be professional. Make sure that you answer the call with a polite greeting such as "Hello, thank you for calling [company name], how can I assist you today?" Speak clearly, and avoid using slang or jargon. Remember, you are representing the company, so it is important to present a professional image.
3. Listen actively
Active listening is an essential skill when handling calls. Make sure that you listen carefully to the customer's query or concern, and ask clarifying questions if necessary. Repeat back the information to the customer to ensure that you have understood their query correctly.
4. Be empathetic
Being empathetic means putting yourself in the customer's shoes. Try to understand their frustration or concern, and respond accordingly. Use phrases such as "I understand how frustrating this must be for you" or "I'm sorry that you've had this experience." This shows that you care about the customer's experience and are willing to go the extra mile to resolve their issue.
5. Follow up
After the call has ended, make sure to follow up with the customer. This could be in the form of an email or a phone call to ensure that their query has been resolved and that they are satisfied with the service they received. This shows that you value their business and are committed to providing excellent customer service.
Conclusion
Answering calls is a crucial aspect of any business. It shows that the business is reliable, professional and values customer's time. Therefore, it is essential to make sure that all calls are answered promptly and professionally. By following the tips outlined in this article, businesses can ensure that they are handling calls professionally and providing excellent customer service. Remember, answering calls is not just about answering the phone; it's about creating a positive customer experience that will lead to repeat business and positive word-of-mouth recommendations.