We have always stressed the importance of a reliable phone system for all businesses, whether small or large. However, your role in the phone conversation is just as important. The tone of your voice and the way you converse with your callers can speak volumes about your business overall. The proper phone etiquette can help improve the quality of your service, and can even improve your business productivity. Here are a few tips on how to accomplish this.

Answer Effectively
A simple “Hello?” will not suffice in a business setting. This portrays the idea that you are not interested and, in turn, forces the caller to take charge. Instead, think about these things before you answer:

• The type of line you are answering – direct line, company line, or mobile
• The relationship you have with the caller – personal, professional, none
• Whether or not the call was scheduled

For example, for a company line, it would be beneficial to answer inbound calls by identifying your company and introducing yourself. If you are answering your mobile phone, it could help to identify yourself upon calling so that the caller knows that he/she has reached the right person. If you have a scheduled call, and the caller ID matches the expected call, you can improve productivity by starting with the purpose of the call. This helps to save time, while portraying your work ethic in a positive light.

Quick Answer
The quick answer is better and much more efficient than simply ignoring a call and allowing it to go to voicemail. If you’re focused on a task and decide to let it go to voicemail, you burden yourself with the task of checking your voicemail and remembering to return the call. A quick answer can go something like this:

“Jack, Emily here. Hey, I’m in the middle of something. Can I call you back in ten minutes?”

The caller will likely accept this offer and you can get back to the task at hand. Even better, both parties can expect to be prepared for the call, so the caller can focus on something else in the meantime.

If you want to increase your productivity this year, or simply brush up on phone etiquette, consider these tips. Have any tricks of your own you would like to share? Connect with us on Facebook, Google+, Twitter, or Pinterest.

For a wide array of new and refurbished business phones, phone systems, networking equipment, telephone parts and accessories, and more, visit Startechtel.com online or call 1-800-564-8045.

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