The Etiquette Of Answering Phone Calls In The Workplace

When you call someone else, you should adjust your thinking.

And when your phone rings, you should concentrate your energy as soon as possible and temporarily put aside what you are doing, so that your brain can clearly handle the information or business brought by the phone.

Of course, the above process should be completed at once. If you let the phone ring too long and the other party will hang up, you will lose the chance to get information or business.

The following are tips you can use for reference when you answer the phone.

1, ring tone can not be more than three times to pick up.

Sometimes, when the phone rings once, it will give people a very abrupt feeling. It will make the other person feel that you have no intention of listening to him. If you just click the three times, then you will get impatient and anxious.

If it is a customer, it may affect the cooperation between the two sides. So, after the phone rang two times, it will be the best state. If you can not separate the phone, the phone will ring more than three times. When you pick up the phone, you should apologize to the other person.

General standard telephone language: first, you should introduce yourself, introduce your situation, let the other party confirm that the phone call is correct, and avoid some wasted time due to the wrong number.

2, pay attention to the usage of tone when speaking.

Telephone is a very intuitive way of communication, is also a very convenient way of communication, so the tone is to pay attention to.

3. The principle of hanging up the phone after talking to customers.

When your partner is saying goodbye to you, you should also respond politely to colleagues, because the other person will not only pay attention to your content, but also pay much attention to your tone.

The mood will be much larger.

One, show respect for each other, wait for the other party to hang up the phone first, you confirm that after the call is over, you just hang up the phone.

Do not be too careful when you hang up the phone.

Keep paper and pencils on hand and record all the information you hear at any time.

If you are not prepared, you have to ask the other person to repeat. This will make the other person feel absent-minded and not listen to him carefully.

When you pick up the phone, you should clearly say your full name, and sometimes you need to name your unit.

Similarly, once the other person says his or her name, you can call the other person's name from time to time in the conversation.

When you answer the phone, don't delay your time, but respond immediately.

A good opening speech may be: "what do you need me to do?" when you feel that the other party is trying to delay time, you should immediately say, "unfortunately, I am going to attend a meeting and have to arrive at the meeting in 5 minutes."

This will prevent you from talking about unnecessary trifles and speeding up the progress of business talks.

Pick it up yourself.

Try to deal with it yourself, and you can only pfer it to others if you have to.

At this point, you should explain the reason to the other person and ask for forgiveness.

For example, you can say, "Mr. Brown will take care of this matter, will you ask him to talk to you?" before making such a decision, you should make sure that the place is willing to pfer the call to others.

For example, you can say, "for this matter, we will send someone to contact you soon."

If you have to stop the phone while checking the phone and check some information, you should act quickly.

You can also politely say to the other person, "would you like to wait a moment, or will I call you back later?"

When you wait for the other person, you can press the wait button.

If your phone does not have a waiting key, put the microphone on the table gently.

If the time of data access is longer than you expect, you can pick up the phone every minute to explain your progress to the other person.

For example, you can say, "Mr. John, I have almost finished looking for you, please wait a moment."

When you look up and pick up the phone again, you can say, "sorry to have kept you waiting," to attract the attention of the other party.

For people who answer the phone, they need access to information.

Ask the other person to wait for a moment, which is acceptable to the other party.

If someone calls when you are talking, you can choose the right words to let your caller wait.

Then pick up another phone and say, "can you wait a minute? I'm answering a phone call."

If the person on the phone just has some small things, he can refuse immediately, and then turn to the first phone immediately, and this person will also realize that you are busy and speed up your discussion.

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