How many times have you called a business only to have the phone answered in a silly sing-song voice or have the company name stated so quickly that it was unintelligible? Companies usually do not call themselves so may have no idea how their company phone sounds to a caller.
First impressions are made by the person answering your company phone. And your business telephone number is the most important way for anyone to contact you. If they can’t understand who they have reached it speaks poorly (literally) for your company. Make sure whoever answers your phone talks slowly and purposefully. Make sure the greeting is consistent. If you have a message machine make sure the reply is short—a long message with too many options is a real issue when all callers want is to leave a simple message.
Conversely, if you are leaving a message on an answering machine remember, it is often difficult to decipher phone messages. Names and numbers—quickly spoken or with accents—are often unclear on a message machine. The business etiquette presenters at last year’s Stettler Women’s Conference recommended that name, number and reason for the call be clearly stated and that the name and phone number be repeated at the end of the message, as well. No one wants to replay a message several times just to catch a name or number. Speak slowly and spell out names if necessary. To avoid “phone tag” provide a “best time” for your call to be returned.
A properly and courteously answered phone can be a real asset to your business. Not everyone has the telephone manners or telephone voice to answer your business phone. Deciding how you want your business represented on the phone makes good business sense.
Want more information on Workplace Etiquette? We have two brochures: employers and job seekers/employees. From answering faxes to dealing with meetings and interviews, (from both sides of the table) these brochures are helpful for anyone and could fit with your new employee’s orientation package. Parents might find them helpful for students needing to understand manners when applying for work and in the workplace. Pick them up or request them in e-mail format. We are Alberta Employment and Immigration. Call us at 403-742-7586 or drop in to our office at 4835-50 Street on Main Street in Stettler.