How to Answer Phones for Businesses Nationwide

Answering phones is a duty that almost anyone who has worked in an office setting has performed. However, there are a few tips that people who answer phones for a living should know in order to do their jobs effectively. Learning how to answer phones properly can help you keep your job, and make you look good before your supervisors and other major figures in your company.

Things You'll Need

• Comfortable headset

Instructions

1. Practice enunciating words before going to work each day. Consider using words that are difficult to pronounce or say correctly, as well as names of products or services that your business offers.

2. Wear a comfortable headset when working on the job. Having to hold a phone constantly may cause more discomfort than you want, especially if you work full-time.

3. Answer the phones with a pleasant demeanor. When picking up a call, always start by saying the name of the business as part of the greeting. For example: "Hello, this is the Generic Corporation. How can I help you?"

4. Answer calls on a first-come-first-served basis when lines are busy. When you are done with one caller, pick up callers on each line and ask if they can hold, then transfer to the first person who called. You may want to use a pen and paper to make a note of who called.

5. Perform the task desired as best you can. If someone asks you to do something that you cannot do, offer to transfer him to a department that can help.

Tips & Warnings

• Remember to use a conversational tone of voice. If the caller asks you to change the way that you speak--talking slower or louder--comply with what they want.

• If you are having a bad day, do not show this fact to people on the phone, or you may have people complaining about you to your superiors.

References

• Business phone etiquette
• Etiquette tips