With the right telephone answering tips, customer service representatives can improve customer experience in businesses. How you, as a customer service rep, answer calls will influence whether clients will want to do business with your company or not.

These telephone answering tips will help you to have effective conversations with your clients with each phone call. #VoiceLink #answeringservice #customerservice Share on X

What are some phone answering tips to take advantage of?

Phone etiquette is essential in representing a brand professionally and improving customer satisfaction. It helps you build trust and earn loyalty from old and new clients. That’s why you should strive to make a good impression during a call.

Here are the telephone answering tips to consider when answering calls. 

1. Use a Professional Greeting
2. Answer with a Smile
3. Listen Carefully 
4. Empathize with the Caller
5. Have Good Manners

1) Use a Professional Greeting

When answering calls from customers, you need to sound professional to create a good impression. Let the caller feel the smile on your voice and use welcoming phrases like:

• “Good morning”
• “How may I help you today?”
• “Thank you for calling.”

Don’t forget to mention your name and the company. If there are many departments in the company, let the caller know the department they have reached.

2) Answer With a Smile

A friendly voice tone will create a good impression when talking over the phone with a potential customer. The best way to achieve that is by talking with a smile on your face.

Besides setting a tone for the entire phone conversation, smiling will improve the caller’s confidence. They will also smile back at you, setting a good mood.

3) Listen Carefully

Callers always want to be listened to when speaking on the phone. Please focus on the conversation to make them feel cared for and valued. Avoid multitasking during the call.

If the caller discovers that you are doing other things, like typing on a keyboard, it sends a message that their concerns are less important. If you must take notes, let them know.

4) Empathize with the Caller 

Callers get comforted when you show them empathy, especially if they feel frustrated with the predicaments facing them. Maybe, they just had a bad day, and whatever you’ll say will influence their reaction. Here are a few sentences that show empathy.

• “I’m sorry about that! Let me see what I can do to help you.”
• “I understand how frustrating that can be. Let me see how to help you.”
• “I’m helping you get the problem solved.”

5) Have Good Manners

Always be polite when talking to clients over the phone. Treating everyone with dignity and respect, regardless of who they are, will set apart your company.

Phrases such as “please” and “thank you” should never be missed in any conversation at your call center. Being kind and mannered never goes out of style.

Answering the Phone Like a True Professional

With these telephone answering tips, you’ll earn your callers’ trust and loyalty. Answer phone calls in a professional manner to make the callers feel valued. Avoid transferring calls to departments that don’t provide the help customers need. If you find it tricky to observe all these rules, consider outsourcing call answering services at VoiceLink.

Contact us today for reliable and affordable call answering services.