Creating a business telephone call should be something that you need to do a hundred times a week which you never stop to think anymore whether you're going about it the right way or not.
Although you could already have acquired a few good telephone habits, it is usually wise to stop once in a while to verify whether you have also acquired bad ones.
Occasionally we are too busy to bother with niceties that we go right down to business without saying hello. That would be understandable among colleagues but perhaps not so with customers who are used to being provided preferential treatments by other service businesses.
Making a call is various from receiving a call when there is certainly the IP phone system auto-attendant to take care of all the polite greetings for you. Once you make a call to a client you're alone in presenting yourself and also the company. As a result, whatever impression the person makes of you is what he or she will make of your business. Here are a few pointers on creating a business telephone call:
1. Always start with a greeting before stating your business. Saying, "Good morning Mr. Smith, this is Jane Adler from the ABC Company. I am calling concerning the something something.... Would it be ok if I take a couple of minutes of your time to discuss.." , will be a great business telephone opening statement.
2. Always speak in a pleasant voice with a polite tone. Since it is a business call, usually maintain a professional but nice.
3. Return calls on time. In case you scheduled a time to return a call, don't call earlier or later than the set time simply because something came up and it's no longer convenient for you. In case you have to, reschedule in advance.
4. If possible, don't let the telephone ring more than three times. Program your telephone system to reroute the call to another colleague or to your voicemail after three rings. That way, in case you are busy, the caller will not be kept waiting long.
5. Unless you are expected or it's within the nature of your business to do so, don't call earlier than 8 am or later than 8 pm.
6. Never call and rush the person through the conversation. You're the one being accommodated when you call.
7. When somebody else answers your call, politely identify yourself and ask for the person you would like to talk to:"Hi. This is Elisa of Company Name. May I speak to Al please."
8. If you're greeted by an answering machine, never leave details of the reason for your call. Instead, leave your name and number and ask to be called back. The same goes if another person answers and would like to take a message.
9. Never make a business telephone call once you are upset even if it is the person you might be calling you're upset with. It will be difficult to remain objective and maintain a professional bearing.
10. Lastly, always thank the person you talked to at the end of each phone conversation.
Having an advanced telephone system is only half of successful call management, you have to have good business telephone skills too.
Obtain efficiency with our advance phone systems and discover on how it can also improve your business.