{"id":9676,"date":"2019-02-14T08:37:00","date_gmt":"2019-02-14T13:37:00","guid":{"rendered":"http:\/\/www.specialtyansweringservice.net\/?p=9676"},"modified":"2019-02-14T08:37:00","modified_gmt":"2019-02-14T13:37:00","slug":"13-tips-to-properly-answer-your-business-phone","status":"publish","type":"post","link":"https:\/\/www.specialtyansweringservice.net\/13-tips-to-properly-answer-your-business-phone\/","title":{"rendered":"13 Tips to Answer the Phone At Your Business: A Receptionist’s Guide"},"content":{"rendered":"

Answering the phone. It\u2019s easy, right? Maybe for a seasoned receptionist. But for someone who is new to the working world, there is a rhythm and rhyme to expert phone answering. Everyone at your business needs to know how to answer the phone professionally. Whether you\u2019re working the front desk of a small office or answering phones at a call center, we\u2019ve put together an infographic with the top 13 tips and tricks that will help you create a seamless reception desk.<\/p>\n

\"How<\/a><\/p>\n

13 Tips on How to Answer Your Business Phone Professionally<\/h2>\n

#1. Smile before you dial, and perk up when you pick up<\/strong><\/p>\n

Yes, you really can hear a smile through the phone. And callers will appreciate a receptionist with a buoyant personality. So, get to grinning!<\/p>\n

#2. Breathe<\/strong><\/p>\n

Rushing to pick up a line will make it sound like you\u2019re, well, rushing to pick up a line. So, pause for a quick second, and take a breath before you answer. And if you tend to take shallow breaths, it\u2019s probably because you need to\u2026<\/p>\n

#3. Sit up straight<\/strong><\/p>\n

When you sit up straight, it properly aligns your abdominal muscles, diaphragm, rib cage and airway so that your body is ready to help you push out your words.<\/p>\n

#4. Be prepared to take a message<\/strong><\/p>\n

That means 1) have your notepad handy, or open the computer\u2019s notepad, and 2) if you\u2019re writing, put a pen or pencil right by the phone so that you\u2019ll have what you need right at your fingertips.<\/p>\n

#5. Speak clearly<\/strong><\/p>\n

There\u2019s nothing worse than a mumbler. Be sure that you enunciate when you speak so that people will understand you the first time.<\/p>\n

#6. Speak at a reasonable volume<\/strong><\/p>\n

Don\u2019t whisper and don\u2019t blast someone\u2019s ears out. This also applies to receptionists who are wearing headsets. Keep the microphone at an appropriate distance from your mouth, or the caller could wind up hearing a lot more than they bargained for.<\/p>\n

#7. Know where the mute button is<\/strong><\/p>\n

We are only human, and there may be times when you can\u2019t hold back a cough or a sneeze while you\u2019re on the phone. In those cases, or if someone is making a bunch of racket in the background, it is imperative that you know where the mute button is. The last thing that you want is to \u201cah-choo\u201d in the middle of a sentence or have the UPS driver drown out your conversation.<\/p>\n

#8. Always put someone on hold if you need to confer with a colleague<\/strong><\/p>\n

In a similar fashion to the mute button, know where the hold button is. Every now and again, you\u2019ll turn to your coworker to ask a question, and you don\u2019t want the caller to hear your discourse. Use a simple phrase such as, \u201cLet me see if I can find that out for you. Would you mind holding a moment?\u201d And, always ask before you place someone on hold.<\/p>\n

#9. Don\u2019t chew gum<\/strong><\/p>\n

It\u2019s simply bad form to chew gum while you\u2019re on the phone. Not only will it get in the way of clear speech, but no one wants to be on the receiving end of chewing noises.<\/p>\n

#10. Try not to yawn<\/strong><\/p>\n

If you\u2019ve come in to work after pulling an all-nighter, chances are that you\u2019ll be exhausted. Unless you\u2019ve pumped yourself up with 3 triple-shot espressos and a case of Mountain Dew, yawning is bound to happen. So, if you can\u2019t stop yourself from yawning, refer to #7.<\/p>\n

#11. Don\u2019t make background noise, such as tapping on the desk<\/strong><\/p>\n

If you\u2019re the one making annoying background noise, putting yourself on mute isn\u2019t going to cross your mind. Therefore, keep the fidgeting to a minimum, and give the caller the most professional experience possible.<\/p>\n

#12. Know the answer phrase<\/strong><\/p>\n

This seems like a no-brainer. However, if you\u2019re new to a workplace, especially one with a name that even Webster would struggle with, write out the answer phrase, include a little phonetics cheat sheet, and practice saying it out loud until it\u2019s as easy as saying eggs and toast.<\/p>\n

#13. Have a staff directory at your disposal<\/strong><\/p>\n

Just think of how awkward it would be for someone to ask for Mr. Kopfgeschlagen, and you\u2019re sitting there thinking to yourself, I don\u2019t even know how to say that name let alone figure out if he works here. That\u2019s why you need a staff list in front of you. Be sure to highlight executives\u2019 names, as people will likely ask for them more frequently.<\/p>\n","protected":false},"excerpt":{"rendered":"

Answering the phone. It\u2019s easy, right? Maybe for a seasoned receptionist. But for someone who is new to the working world, there is a rhythm and rhyme to expert phone answering. Everyone<\/p>\n","protected":false},"author":18,"featured_media":10667,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[30],"tags":[139],"class_list":["post-9676","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-infographics","tag-tips-for-customer-service"],"acf":[],"yoast_head":"\nInfographic: 13 Tips for Answering Your Phone Professionally | SAS<\/title>\n<meta name=\"description\" content=\"First impressions count. 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