How to Answer the Phone at Work

Projecting a professional image at work is important for career success. The way a persondresses, speaks, and interacts with co-workers, customers, and supervisors is always memorable. Answering the telephone is something that almost every employee does, regardless of his or her position in the company. Answer the phone at work with a clear, upbeat voice that will help the caller feel comfortable and projects a positive tone.

EditSteps

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   Speak slowly and clearly so the caller can understand what you are saying.Project a tone that is cheerful, confident, enthusiastic, and helpful. The caller cannot see you, so make sure your voice is inviting and calm. Pretend the caller is right in front of you and smile. Smiles can often come across in your voice. Be sure you are not eating, drinking, or chewing gum when you answer the phone.
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   Regulate your speed and volume. Some people tend to speak louder than they normally do when they are on the phone. Use your normal volume and avoid shouting. Take a deep breath before you answer the phone and speak slowly.
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   Use a standard greeting. Your greeting should include an appropriate salutation such as "good morning" or "good afternoon." Thank the person for calling, identify yourself and your company or department, and ask how you can be of assistance.
   • Avoid giving the caller too much information as soon as you answer the phone. You want the caller to remember who they are speaking to. Give them the basic information they need. A clear and concise greeting may sound like: "Good morning, thank you for calling Company, Incorporated. This is Joe, how may I help you?"
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   Be prepared. Keep a pencil and notepad near the phone to jot down information that the caller may share, in case you need to transfer the call or do some research in order to answer the caller's question. If you are a receptionist who answers calls for many people, keep their extensions next to the phone.
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   Remember the caller's name and address him or her professionally. Unless it is someone you know, use the last name such as Mr. Smith, Ms. Clark. Write the name down as soon as they provide it so you do not forget it during the course of your call.
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   Ask permission before putting a caller on hold. If you need to transfer the call to someone else, or put the caller on hold to get some information or do quick research to answer a question, ask if he or she minds being put on hold before you do it.