Ten Tips for Telephone Communications

A telephone is usually seen as an essential business tool, however, many businesses do not maximize the benefits a telephone can provide.

1. Have voice mail or an answering machine if you are not always going to be able to answer calls
2. Answer the phone promptly, on the second or no later than the third ring
3. Identify the company and give your name 
4. Always have a smile on your face when talking on the phone, the other person can "hear"the smile in your voice
5. Be business like without being abrupt
6. Have an informative message on your voice mail, give an update on a new item, mention a sale...make the message more informative than "you have reached the voicemail of ________, please leave a message"
7. Return messages within two or three hours
8. Play telephone tag if you must. Give a good time to call you so people can reach you in person. 
9. Consider getting a call forward feature on your phone so all calls can be sent directly to your cell phone if you are out of your office. 
10. Reduce background noises on your voice mail messages. Try to have your phone in a quiet location so there is a minimum amount of distraction when you are answering calls.