Our last few Business Communication Tips have focused on making calls, which is easy. When you make a call, you have plenty of time to prepare. You know when the call will take place. You know who you are calling. And, most importantly, you know what the call is going to cover.
Incoming calls, however, are a completely different beast. You have no time to prepare. You have no idea when a client or prospect is going to call. You have no idea who is calling. And, most importantly, you have no idea what the call is going to cover.
While you cannot control the topic of incoming calls, you can control one thing: how you come off to the client or prospect.
Business Communication Tips: How to handle Incoming Calls
- First Impressions: First impressions are everything in business. And trusts us, it is easy to make a bad first impression over the phone. So it is important to be as professional and attentive as possible. When you pick up the phone, make sure you sound positive and happy. Do not make it seem like answering the phone is a hassle. Your client/prospect wants to feel as though you are glad to hear from them. Start off with something simple like, “Hello, Business XYZ. Bobby speaking.” Then, when the client/prospect identifies themself, sound happy to hear from them.
- Repeat the Callers Name: Repeat the caller’s name several times throughout the call. This will help establish a personal connection between you and your client/prospect.
- Voice: Do not be too loud. Do not sound irritated. The tone of your voice is important and sets the tone for the entire phone call.
- Focus: Do not multitask. Make sure you are focused on the call at hand.
- Be Professional: Sound upbeat, but remain professional. This includes using good diction. “Yes” instead of “yeah” and “hello” instead of “hi.”
- Listen: Make sure you are actively listening to the caller. Do not make your client/prospect repeat their story because you were not paying full attention.
- Business Phone System: If you want to sound professional, you should be sure your small business phone system has all the necessary features of a big business phone system. Features should include: auto attendant, conferencing, automated delivery, voice mail, call hold, call forwarding, speed dial, redial, paging, music on hold, backup power, and so much more.
Advanced Communication Systems: Your Source for Business Phone Systems
At ACS, we will help you understand the available phone systems and help you choose the solution that best meets your needs and budget restraints. From traditional PBX to Voice over IP (VoIP) to IP PBX, ACS gives you more options for voice and communication technology solutions than any other provider in the Baltimore – Metro area.
If you have any questions about Business Communication Tips, please contact Advanced Communication Solutions by calling 1-800-750-3624 or visit BuyTelephoneSystem.com today! You can also follow Advanced Communication Systems on Facebook, Twitter, LinkedIn, and Google+.