Most of us make business phone calls during the day, with some of us making and receiving dozens of calls. After-hours phone conversations are ordinary in some industries. These days, cell phones, desk phones, tablets, and computers are all part of the landscape of the modern businessperson. Despite this, many people lack an understanding of fundamental business phone etiquette. Here are some phone etiquette tips to keep in mind so that every call will enhance your business interactions:
1. Introduce yourself every time
Even with caller ID, the person picking up the phone doesn’t know who you are – Secretary? Business owner?Salesperson? Mention yourself by name, then let the other person know why you’re calling. It’s a little courtesy that also makes your phone conversation a bit more personal.
2. The same goes for answering a phone – don’t just say “Hi”
Identify you and your company when you answer the phone to create camaraderie and let the caller know they’ve reached the right place.
3. Maintain professionalism
Be polite, respectful, and use the other person’s correct title. Getting too personal on the first call can make you sound unprofessional or intrusive. Of course, if the other person asks you to address them by their first name, do so.
4. Make sure the connection is clear
Using a state-of-the-art smartphone is one way to ensure the person on the other end can hear every word you say and understand it.
5. Invest in a total phone system
Buy a total phone system that includes full access to your business data via computers, tablets, and cell phones. You’ll be able to get in contact and bring others into the conversation without dropped calls or confusion.
6. Focus on your speaking
Flawless speaking is essential to modern business phone etiquette and requires two things: Enunciation and modulation. Enunciation means clearly pronouncing your words. Don’t mumble, and don’t rush your words. It’s more difficult for others to understand you when they can’t pick up on visual clues. Modulation is about your inflection and volume. Be aware of how you sound as well as what you say. Modulate your voice even when you’re angry or frustrated so that it is even and respectful. Keep volume in mind; no one likes someone shouting at them. Some people reflexively shout when they are in a crowded area, forgetting that the person at the other end may be cringing.
7. Go for Polycom Phones
It’s a great option to consider Polycom phones for your office or offices. These look like traditional desk phones but offer far more than multiple in-office phone lines and call transfer abilities. They also provide exceptional voice quality and various conference call functions so you can bring your team together to chat with every voice being heard clearly, even in an ample space.
Listening is a lost skill in the business world. You can’t help a customer or client until you genuinely understand what they need or want. Resist the urge to rush in with an answer or suggestion before they’re done talking. Only then should you suggest how you can help. Asking questions after they are done shows you are engaged with them and working to understand them.
Upholding the rules of proper business phone etiquette can boost your reputation as someone others want to work with. If your phone call skills are lacking, start practicing doing better today. Your customers and clients will thank you for it.
Article Submitted By Community Writer