1. Add a personal touch: Business and professionalism go together. You do need a professional tone while handling a business call. However, a professional tone does not have to be dull and boring. Be cheerful, outgoing and pleasant. Many callers tend to strike up conversations. Engage them and show them that you represent a company with a human side.

2. Remember the caller’s name: Callers often tell their names during the conversation. Your responsibility is to remember and address them by their names. This shows that each call and every caller is valuable and you are attentive to his/her needs.

3. Thank your caller: Punctuate your conversation with an aptly placed “thank you”. Callers appreciate courtesy and this sets the tone for the entire conversation. To take the edge off complaints made by a disgruntled caller try “thank you for pointing it out to me” or “thank you for your feedback”.

4. A “please” goes a long way: You might need some information from the callers during the chat. Make sure you request that information and not demand it. And “please” is one word that makes a request sound like a request. So, substitute “What is your address” with “Can you please confirm your address”. 

5. If you don’t know it, don’t say it: If you spell out your ignorance about a certain query, you might put off the caller. And it’s not humanely possible to know all the answers. Be a hands-on receptionist and help your caller to find the right information. You can try replies like:

• Let me find out more about it
• I would be glad to look into it for you
• I can connect you to the right person for that question
• Let me find it out for you
• Let me see what all can I get on this for you

As a receptionist, you are often the face of the company to potential clients. By following these simple tips, you can make the company you represent and yourself appear both polite and professional. Discover how our affordable remote receptionist services can improve your business and save you money.