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In our connected world, your phone is more than just a device for making calls. This is true in your personal life as well as business. Phone calls, texts, video conferencing, Slack messages, and voics are just some of the ways you communicate with your co-workers and customers. Even though many companies, especially small businesses and startups, are trading the suit-and-tie culture for a more casual approach, proper business phone etiquette is still an important skill. Understanding how to communicate clearly and follow social norms will make you a better teammate and help you score five-star ratings in customer experience.
From making first impressions to nurturing your existing relationships, these tips will help you bring your A-game when handling phone calls, sending texts, or leaving voics. No matter the tone and style you use with your co-workers and customers, these tips will help you communicate effectively, create connections, and make a positive impression.
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Feeling nervous about that big sales call coming up? This will make customers feel important and valued — instead of like a. People usually hang up after phone rings, and no one wants to get stuck in a game of phone tag. Background noise or a bustling coffee shop can quickly derail a call on speakerphone.
Use a heet or earbuds for a better hands-free option. Use clear, precise language on business calls, and save the slang for your close friends or family members. Always ask permission before putting someone on hold, and limit the hold to 30 seconds. If you need longer than that, offer to call them back once you have an answer. Be sure to give them a time frame for when to expect your call.
Call recording is a great feature when it comes to training your team and offering customer support. But be sure callers are always told when they are being recorded. Smile and use facial expressionsjust like if you were talking face-to-face. Make sure you promptly handle any follow-up before moving on to your next task. A caller wants to know they dialed the right. Be sure you state your company and your name when answering the phone. Make sure you can be heard and understood. Avoid speaking too quickly, too slowly, too quietly, or too loudly. With more people using cellphones than landlines, some customers may prefer to communicate with you via text message.
Much like talking on the phone, etiquette still applies and can help you avoid misunderstandings. Just like with any written communication, remember to use proper grammar and punctuation. This will seem unprofessional and can make your message unreadable. Plus, if the text looks too spammyyour carrier might not deliver it! There are certain elements of conversation that a text message cannot convey Answer your phone gif the recipient in an accurate manner, such as:.
Just be sure to keep it clean and professional.
Maybe you want to make sure everyone on your team is on the same ? By using text message templatesyou can speed up your workflow by having prewritten responses to FAQs and other common requests. Templates ensure messaging remains consistent, on-brand, and accurate across all members of your team.
Respect the way others are choosing to communicate with you. Unless the text message asks for a phone call, the person who reached out is expecting you to respond via text. Voic or audio messages work great in these scenarios. Here are some tips to keep in mind when using voic. Be sure to record a professional voic greeting. Not only is this impersonal, it may leave callers wondering if they dialed the right telephone .
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Your greeting should tell the caller who you are, why you are unable to answer the phone or your business hours, and when they can expect to hear back from you. You want to check and respond to messages in a timely manner. With OpenPhone, we make staying on top of your voic a cinch. You have the option of either listening to the audio recording or reading a transcription of the voic. When leaving a message, be sure to follow these tips:.
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Proper phone etiquette has never been more important with the rise of instant communication. Having the right communication skills is the first step to providing great service and building lasting relationships with your customers. You want to bring your best to text messages and voics as well.
To take your skills to the next level, use OpenPhone to keep in touch with your teammates and customers via phone, text, voic, and group messaging. Take our advanced features for a test drive by ing up today for a free trial.
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Log in Talk to Sales Try for free. Contents hide. Business Phone Etiquette Tips 1. Refer To Customers By Name. Avoid Multitasking. Answer Calls Within Three Rings. Avoid Using Speakerphone. Bring Your A-Game. Transfer Calls Like a Pro. Record Calls the Right Way. Be Upfront. Greet Them With a Smile. Follow Through on Your Promises.
Identify Yourself. Speak at a Regular Pace and in a Clear Tone.
Mind Your Manners. Tips for Professional Texting Etiquette Grammar and Punctuation Count.
Tips for Using Voic Recording a Voic Greeting. Checking Your Voic. Leaving a Voic.
Answer the phone