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A Way To Manage 24 Hour Telephone Answering Service

By Expert Author: Jenifer Whitmire

The first image creation of your company is highly reliant on a reliable 24 hour telephone answering service. Customer care is a critical component to any organization and it starts just as you answer the phone. The manner in which you greet the caller and the friendliness of your tone will greatly determine how long your conversation will last.

There are a few things that you should consider before answering that call. You should have a few items in place which include note pads, pens and any other items that you will require for taking notes. When answering, you should have anything in your mouth, including food, drink or even chewing gum.

You should not let the phone ringing for over four times. The impression given to the customer by an unanswered phone call is that the customer is not important to your organization. There should be an instant response to a ringing telephone.

The length of your conversation with the customer depends on how you greet him. You start by making a clear introduction of your organization and the specific departments within it. A smile is very important as you speak to the customer because it can always be heard in your voice, despite the fact that it cannot be seen.

The reason for behind the call should be clearly established. Numerous reasons can be attributed to making a phone call. Wanting a solution to a certain problem however, is one of the main reasons that this happens. In relation to this, you should find out why the customer is calling, immediately after offering greetings. Also find out if you can be of help in any other way.

Always ask for the caller's identity in case he does not identify himself to you. You must ask for his name. This way, you will be able to refer to him by his name and thus be able to personalize the call.

Transfer of calls is also done at times. Ask the caller if they would like the call to be transferred to another person. Alert the caller if you are about to do this. The customer becomes acquainted with the company further.

If you would like to hold the call, make sure you ask the customer if he would like to hold. The maximum time required for holding a call is 3/4 of a minute. No customer would like to be left on hold because it leaves one in a no man's land.

Ask the caller if they would like to leave a message in case the person they want to speak to is not available. The caller's information should be taken and then repeated to him to make it clearer. Alert the caller if you are transferring him to a voice mailbox.

Before transferring the call, identify yourself once again. You should ask the caller if you can serve them in any other way. Remember that when you are ending a call, it should be treated as well as when you are answering it and this means that an excellent 24 hour telephone answering service plays a critical role in retaining customers.

When you want a reliable 24 hour telephone answering service, visit the web pages online here for information. You can view details at http://www.cciansweringservice.com now.

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