The professional receptionist is there to support your business, so asking them to answer the phone in a specific manner should never be an issue. They understand that how they greet callers is an essential part of your business image. Here’s how to approach this politely and effectively:
Be Direct but Courteous: Start by kindly explaining how you would like the phone to be answered. You can say something like, “I was hoping you could answer the phone by saying [your preferred greeting] for my business. It would really help maintain consistency with our brand.”
Explain the Importance: Briefly share why this specific greeting matters to you. Receptionists are often happy to tailor their approach when they understand the significance it holds for your business image.
Be Appreciative: Acknowledge the receptionist’s role and professionalism. A simple, “Thank you for all that you do, it makes a big difference,” can go a long way in building a positive rapport.
Phone Etiquette Reminders for Receptionists: Here are some essential phone etiquette practices that benefit all businesses, including yours:
Preparation: Taking steps to mentally prepare before answering a call helps ensure focused listening and full engagement with the caller.
A Strong Start: A positive first impression is crucial. Beginning with a friendly, “Good morning” or “Good afternoon,” can set the right tone for the call.
Speak Clearly: Always be pleasant, and speak slowly and clearly when answering the phone to ensure the caller understands you.
Tone of Voice: Your tone conveys your mood, and it’s important to remain friendly and professional, regardless of how you’re feeling. Callers can sense moods, which can affect their perception of the business.
Effective Listening: It’s important to focus on what the caller is saying. While you don’t need to listen to every detail, avoid interrupting unless necessary.
Positive Speech: Use language that makes the caller feel cared for. However, you don’t need to tolerate abusive language—politely but firmly let the caller know if their behavior is inappropriate.
The Golden Rule: Treat every caller with the same respect you’d want to receive. This ensures that every interaction reflects well on the business.
By following these etiquette tips and communicating your preferences respectfully, you can ensure that the receptionist represents your business in the best possible way.
Chris, Leasing Manager
www.viewpointecenter.com
