4-Step Guide to Answering Your Company’s Main Line

First impressions are tough, especially over the phone. When a potential customer calls your main line, you want to make sure you give your best service, so it’s important to finetune your company’s greeting. Handling a call correctly could mean the difference between a new client and a missed opportunity.

Here are a few tips to help you craft the perfect greeting for your company’s main line:

1.      Include a greeting

While it might seem obvious, you’d be surprised at how often people answer the phone without a greeting. Simply stating your name or your company’s name isn’t enough. A simple “Hello,” or “Good morning,” or “Good afternoon,” will suffice. You could even create a combination greeting that combines “Hello,” “Good morning/afternoon,” and “Thank you for calling.” Even the slightest amount of genuine courtesy starts the call out on the right foot.

2.      State your company name

The next step is to let the person on the other line know who they’ve reached. Simply saying “Hello” or “Good afternoon” will confuse customers and lead them to believe they’ve dialed the wrong number. There’s no need to lose a potential client due to confusion over the phone. Every time you answer, be sure to state your company name. It’s also helpful to state your name, so the caller knows with whom exactly they are speaking.

3.      Offer help in a friendly way

After you finish greeting your caller, let them know you’re here to assist. “How may I help you?” “How may I assist you?” and “How may I direct your call?” are all fantastic options. If there’s a question you need to ask every caller, such as their zip code or whether they have an account number, go ahead and ask it now.

4.      Wrap up the call on a high note

You should be doing everything you can to assist your customers over the phone. Before you hang up, make sure each caller has no further questions. A simple, “Do you have any more questions for me today?” or “Is there anything else I can help you with?” are perfect. Prompt your caller to speak for an added element of care and friendliness.

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