How to Maintain Professionalism Over the Phone

July 19th, 2021 A Personal Answering Service

No matter your business, proper phone etiquette can make or break the relationship you have with clients. And perhaps one of the most important aspects of business phone etiquette is putting on an air of professionalism. While having friendly relationships with your client is key, you don’t want it to become too casual, or else you give off the wrong impression.

Below are some ways you can maintain your professionalism on the phone, even if you’re dealing with a difficult customer.

 

Answer the Phone in a Timely Manner

One of the most common complaints amongst callers is that they do not reach a representative during business hours. By answering your phone in a timely manner, it shows that your company is readily available to meet the client’s needs. Even if you do not have a receptionist available to answer immediately, you should have an on-hold message for clients who are waiting to speak to someone.

Pay Attention

Answering the phone with the goal to solve the client’s troubles is a great start. While on the phone with a customer, you should give them your full attention and resist the temptation to multitask. It is not hard for someone to realize that they are only being semi-listened to. If it helps, take notes and ask them to repeat if necessary.

Speak Slowly and Clearly 

While you may be familiar with certain terminology or comfortable with your speaking pace, some clients may not be able to understand. It is important to speak clearly and slowly while periodically asking if they need anything explained. This not only shows that you are knowledgeable in your company’s field of work, but you are also courteous and willing to go the extra mile for the person on the line.

By establishing a great first impression, clients are likely to remember this positive experience and will be more apt to conduct business with you in the future. And with our customer support services, A Personal Answering Service can help you do just that. Contact us today to learn more!

 



2 Comments on “How to Maintain Professionalism Over the Phone”

  1. 1 Sutton Turner said at 2:42 pm on October 26th, 2018:

    I like how you said to reduce the temptation to multi-task while on the phone. I want to get a new phone service. Thanks for the tips on being professional over the phone.

  2. 2 Callum Palmer said at 1:39 am on July 17th, 2019:

    If I worked on a phone, I would follow all of your tips. The big thing to me is listening to the client. They are most likely trying to explain a problem so it’s important to pay attention to all the details.


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