How to Answer the Phone Well at Work

Clarity, conciseness, cheerfulness and good manners are key when answering the phone at work.


Step1
Speak clearly.


Step2
Use the company's preferred greeting, if there is one. If not, state the name of the business.


Step3
Be polite and responsive, giving the caller your full attention. Remember that at that moment, you're the company's representative.


Step4
Be as helpful as possible, even if it's not exactly your job to answer the phone.


Step5
Learn how to use the phone's features smoothly.


Step6
Ask permission first if you must put the caller on hold: "Would you mind holding for 1 minute?"


Step7
Don't forget the caller is waiting. Ask them periodically if they'd like to continue to hold, call back or leave a message.


Step8
Transfer the caller to someone who can help, if you can't.


Step9
Take a good message, if applicable, and pass it on to the recipient.


Step10
Thank the caller.



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