How to Answer the Phone Professionally | Small Business Tips

First impressions matter! So here are six tips on answering your business phone to make more sales and have happier clients.
Smith.ai receptionists have been answering calls since 2015, so we've had practice. And we know how important it is handle calls properly to let your callers know you are a professional business. We also know that not everyone is comfortable on the phone. So follow these few suggested steps, take a couple of practice runs, and start impressing your leads and clients!
This webinar is for anyone who runs a solo or small business, a new receptionist, contract workers, or even new employees to a company. If you're taking initial calls, we've got your back.
Transcript:
Hi I’m Kelsey Johnson from Smith.ai. Smith.ai is a virtual receptionist service and we’ve taken over 2 million calls on behalf of businesses - so we know our stuff when it comes to professional phone answering. So here are some essential tips we recommend when answering the phone, in order to maintain a professional air.
Whether you’re a business owner, contractor, or simply a new employee without experience answering the phone at work, you are likely taking calls from clients and leads, and since this is often the first impression you make, it’s important to represent your business in the best way possible. It’s not difficult, but it is important. So get started with these six steps.
1. Answer in about 3 rings. This seems to be the sweet spot to give the caller a moment to compose their thoughts, yet not leave them hanging on the line for 5 or 6 rings.
2. Answer with a smile. People can tell the difference in your voice when you smile, and it will psychologically make them smile as well. That’s always a good first step with new leads.
3. Introduce yourself and your business so the person on the other line knows exactly who they reached.
4. Be warm, enthusiastic, and professional. I’m not just talking about avoiding slang or swear words, although that’s important too. Always maintain an upbeat and honestly helpful demeanor when chatting with the other person on the line. Try to think of positive ways to approach issues, rather than concentrating on the negative. Even when the caller is unhappy.
5. Be succinct. Ask how you can help straight away and try to determine the best course of action. Whether it’s transferring a call, scheduling an appointment, answering an outstanding question they have - make sure you are as useful as possible without getting distracted.
6. Have an end game plan for your callers. New lead? Be prepare to make the sale or book the consultation. Did a client call in with something they need? Be prepared to offer them the information they need or have a follow up plan. After all, what you really want is more sales and happier clients.
Need help answering your business calls? We understand. Being a business owner is tough, and you may not be able to pick up the phone every time - even though it better for your callers and your business if you do.
Try out Smith.ai receptionists! We can answer all your calls or just after-hours and overflow, qualify new leads, schedule appointments and take payments for you, and we even sync with dozens of online sales funnel platforms. Get started today by going to smith.ai.