Taking a Page From the Boy Scouts

Always be prepared before you answer the phone.

When you answer the phone, adopting the Boy Scouts motto of "Always be prepared" is a great idea. Whether you document the callers information with a pen and paper or in computer software, taking detailed notes is important! Having the right tool(s) available for you to take down detailed notes can avoid confusion, missed information or even avoid the message being lost!

Stay tuned for more telephone answering tips from Intercon Messaging!

Phone Communication Tip

Speak Clearly and Enunciate

Understanding what someone is saying on the phone fosters a productive conversation and helps to prevent a conversation filled with tension.

Whenever you are on the phone, speak clearly, enunciate and use simple words and phrases. Don't employ overly complex vocabulary; the last thing you want to do is confuse the customer on the line or make them feel inferior.  

Failure to speak clearly and enunciate can cause people to often ask you to repeat yourself which can be frustrating for callers. 

A quick Google search can provide many solutions on how to speak clearly and enunciate. Two example articles are "How to Stop Mumbling & Be Heard" and "50 Tips for Better Voice Quality and Habits".

Telephone Answering Tip

Have a real person answer your phone – not a machine.

When your clients need something, they want to talk to a person, not a machine. A machine can be appropriate in some circumstances, can direct calls to the proper places and take messages, but an actual person answering the phone can do so much more! Having a live virtual receptionist is more personable, can provide quick responses and lets your clients know that they matter. 

Stay tuned for more telephone answering tips from Intercon Messaging!

Customer Service Tip

Don’t chew gum while talking on the phone. 

Chewing gum, drinking a beverage, or eating a snack during a call is a no-no. It can prevent you from speaking clearly, prevent you from hearing what the caller is saying, can be irritating to the caller and can even convey an unprofessional image of your business.

Stay tuned for more customer service tips from Intercon Messaging!

Telephone Answering Tip: Smile

Smile And Pass It On

If you smile while talking on the phone, and no one is around to see it, does it make a sound?
It might sound cliche, but it does! Smiling while talking on the phone might not be seen, but it is definitely heard.  

When you smile it helps to project an enthusiastic, natural and attentive tone, allowing callers to feel more comfortable during your conversations.

Stay tuned for more telephone answering tips from Intercon Messaging!