While You Were Out

Phone answering skills are critical for our office. The way you answer our company's phone will form our customer's first impression of our business.

Here's how to answer the phone properly and professionally:

1) Answer all incoming phone calls before the third ring.

2) When you answer the phone, be warm and enthusiastic. Your voice on the phone is sometimes the only impression of your company a caller will get.

3) When answering the phone, welcome callers courteously and identify yourself and your organization. Say, for instance, "Good morning. the Access Office at VSU. Susan speaking. How may I help you?" No one should ever have to ask if they've reached such and such a business.

4) Enunciate clearly, keep your voice volume moderate, and speak slowly and clearly when answering the phone, so your caller can understand you easily.

5) Take phone messages completely and accurately. If there's something you don't understand or can't spell, such as a person's surname, ask the caller to repeat it or spell it for you. Then make sure the message gets to the intended recipient.

Smile, Make Their Day, and Choose Your Attitude!