Answering Phone Calls

Answer all incoming phone calls with as few rings as possible. You have to be professional when answering a phone call. Be enthusiastic when answering a call.

When answering the phone, greet callers courteously and friendly and identify yourself and your organization. For Example "Thank you for calling Kuwait airways pricing deparment. This is Ghufran speaking. How can I help you?".

Listen carefully to find out why the person is calling and respond appropriately. Use proper language such as "very well" instead of "ok".

Closing the conversation.

When you finish your telephone conversation there are some appropriate and courteous statements that should always be made. You should:

1. Thank the caller.

2. Let the caller know you appreciate his/her business.

3. Provide assurance that any promises will be fulfilled.

4. Leave the caller with a positive feeling

Phone answering skills are critical for businesses. The telephone is still most business's primary point of contact with customers. And the way you answer your company's phone will form your customer's first impression of your business. These phone answering tips will ensure that callers know they're dealing with a winning business:

Answer all incoming phone calls before the third ring.

When you answer the phone, be warm and enthusiastic. Your voice at the end of the telephone line is sometimes the only impression of your company a caller will get.

When answering the phone, welcome callers courteously and identify yourself and your organization. Say, for instance, "Good morning. Cypress Technologies. Susan speaking. How may I help you?" No one should ever have to ask if they've reached such and such a business.

Enunciate clearly, keep your voice volume moderate, and speak slowly and clearly when answering the phone, so your caller can understand you easily.

Control your language when answering the phone. Don't use slang or jargon. Instead of saying, "OK", or "No problem", for instance, say "Certainly", "Very well", or "All right". If you're a person who uses fillers when you speak, such as "uh huh", "um", or phrases such as "like" or "you know", train yourself carefully not to use these when you speak on the phone.

Train your voice and vocabulary to be positive when phone answering, even on a "down" day. For example, rather than saying, "I don't know", say, "Let me find out about that for you."

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