how to answer a phone in a business setting by ruben ibarra


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  • How to answer a phone in a business setting
  • 2nd Speak slowly and clearly so the caller can understand what you are saying. Project a tone that is cheerful, confident, enthusiastic, and helpful. The caller cannot see you, so make sure your voice is inviting and calm.
  • 1st start with an appropriate greeting such as "good morning" or "good afternoon" Thank the person for calling, Avoid giving the caller too much information as soon as you answer the phone.
  • 3rd Regulate your speed and volume. Some people tend to speak louder than they normally do when they are on the phone. Use your normal volume and avoid shouting. Take a deep breath before you answer the phone and speak slowly.
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  • 4th Be prepared. Keep a pencil and notepad near the phone to jot down information that the caller may share, in case you need to transfer the call or do some research in order to answer the caller's question.
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  • 5th Remember the caller's name and address him or her professionally. Unless it is someone you know, use the last name such as Mr. Smith, Ms. Clark. Write the name down as soon as they provide it so you do not forget it during the course of your call.
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