t is important to observe basic business etiquette when answering the phone. First, we will introduce the basics of phone etiquette, even when the person in charge is not available.
Prepare a schedule and notes before answering the phone
Prepare a schedule and notes before answering the phone. When a customer contacts you, you can immediately check the buy telemarketing data schedule of the person in charge and let them know if they are unavailable. It is convenient to manage your schedule using a schedule management app so that you can check the latest schedule at your fingertips.
Notes are an important tool for phone calls because they allow you to write down the initial requirements of the customer and communicate them to the agent, allowing you to keep a record of what the customer has said even when you are not there.
Quick phone response is an important point in business. Some call centers have rules such as answering the phone within three rings. Keeping customers waiting on the phone can cause stress and lead to missed opportunities. Be careful, as this can also lead to rumors spreading by word of mouth that you are unable to get through on the phone.
Check the name and company of the other party
When answering the phone, it is basic to confirm the name and company name of the person you are speaking with. This is because it is the minimum information required when transferring the call. When you answer the phone, the other person will often introduce themselves first, so make sure you don’t miss it. If it is an psychologist-business consultant urgent call, you may forget to introduce yourself. In that case, confirm by saying something like, “Excuse me, but could I have your name please?”
Transfer to the person in charge
When transferring a call, put the call on hold and have the person in charge answer. There are some business phones that will transfer the call and have the person in charge answer the phone at hand, but if the call data on cannot be transferred, the person in charge will need to come and pick up the call. If you put the call on hold, music will play until the person in charge answers, so you cannot hear any sounds in the office. Explaining what you heard from the customer while on hold will help you transfer the call smoothly.
