Having someone available to answers the calls you receive even after-hours isn’t enough. It is important that whoever answers your customer’s calls, he or she would be able to leave a good impression for your company. Having your own receptionist can be a great asset to your company or business because he or she can answer the calls in a professional way. Your receptionist may be tasked different things to do but his or her main role is to answer the phone. Some people may be able to hire a professional receptionist while others just make use of their available staff to answer their calls. Although this can also be an option, it may not be the best idea but Continental Message Solution reviews will help you have all your calls answered in a professional way.
Their call agents have been trained to make sure that they act professionally no matter what. They are also trained to get to know your business so that they can really help your callers even if you and the rest of your staff are not around because it’s already after office hours. If you still insist on having one of your employers receive your calls, you should at least train them to act professionally. Here are some guidelines.
- Teach them to smile – Whenever they answer the phone, you have to tell them that they have to smile. Although no one can see them or the person on the other line can’t see them smile, a smile will still help them sound warm and helpful. They also tend to be more respectful in answering any inquiries the person on the other end of the line has.
- Greetings and being polite – Aside from smiling, they also should know how to great your customers. Start with a greeting like “Good morning” then make the caller know that they are calling the right number by mentioning your company’s name. It would also be better if they introduce themselves before they finally ask what they can do for the caller.
- Know how to listen – Hearing them is not enough, receptionists really need to listen to the callers so that they can attend to their needs promptly. Sometimes, callers can be mad if they always repeat what they are saying because your receptionist isn’t actively listening.
- Organization is key – Your receptionist or anyone receiving your calls should also make sure that he or she is organized. Taking note of the time of call and the need of the caller and listing it down helps to make sure that the caller’s needs is provided. You might also want to keep track of what calls you receive for possible potential future clients or just to improve your service.
- Don’t be embarrassed to verify – When something is unclear, it would be best for your receptionist to verify it to the caller rather than to assume something else.
- Thank the caller – After giving enough information that the caller wants or after providing whatever they need, it would be best to thank them for their call. Remember that they spent time with you and is likely to consider your service that’s why they called.