The Little Ways Remembering Someone’s Name Can Build Your Brand or Customer Loyalty

Today’s guest blog post comes to us from Mike Stack, the Area Manager of Dale Carnegie Training® for Oregon & SW Washington. He has been with Dale Carnegie since 1985.

I recently took a pair of my favorite dress shoes into (New Shoes in Tigard, Oregon) to get the worn down heals replaced. It seems like I take a pair in at least once a year. When the store owner took in the shoes he smiled and said, “Nice to see you again,” I was surprised he recognized me since it’s a once a year deal for me and he had four others in the shop. I was impressed. When I picked up my shoes a few days later – which looked brand new by the way – I gave the owner my claim slip where my name was printed at the top. He looked at my claim skip, looked back at me and said “Hi Mike, let me get those for you.” My name was printed on the top of the claim slip and was in plain view, but he took that extra step of calling me by name which I did like. I recommend Don to anyone needing shoes repaired. He cares about his customers and does excellent work.

Why did Don make an impact on me? A Dale Carnegie principle from his book How To Win Friends and Influence People states: “Remember that a person’s name is to that person the sweetest and most important sound in any language.” It’s true for me, and I know it is true for you! We like our name.

I have been blessed to be a trainer for The Dale Carnegie Course for just over 25 years and we begin each course with tools for remembering names. I ask the same question at the beginning of every course I teach which is “Who here says they are horrible at remembering names?” The majority of hands in the room always go up. Remembering names is a challenge for most of us. If we tell ourselves we are bad at something it can become a self fulfilling prophecy. We need to have the right attitude for remembering names. Here are a few quick things you can do to remember names:

• You have to want to remember the person. The tools for names will be easier.

• Tell yourself that it’s like you to remember names and that you are good at remembering names.

• Stop thinking about yourself when meeting someone new and focus on them (you already know and like your name; you don’t need to remember that). Get a good visual impression.

• Try repeating their name if you can by first confirming you have it correct, then repeating the name several times in your mind. If possible, introduce the person to someone else.

• The strongest, and yet for some most difficult, tool to use is to create a mental image or association of the person.

Remembering names is a skill. It’s a skill that takes time for most of us to get better at doing. It is like any skill activity: fly fishing, golf, tennis, mountain climbing, or knitting; these are all things that need practice.

One social benefit is that others will consider you a genuine person because you took the effort and time to remember their name.

The benefit in business is showing your customer or prospective customer you care about them as a person, not just a new account. People like to do business with those they know, they like, they trust or are friends. We remember our friends’ names.

Make it a goal of yours in 2012 to remember just one new person’s name a week. This is not an all or nothing deal. Start slowly, build your confidence, and you too can develop brand and customer loyalty.

When people take the time to remember us, we remember them and their organizations. Remembering a customer or client’s name may be your best form of advertising.

Make 2012 your best year to date!

Dale Carnegie Training helps individuals improve key soft skills such as: Communications and Presentations, people skills, transformational leadership, sales, and management. The goal is for individuals to take these new performance shifts back to their organizations and improve the overall performance of the company. Dale Carnegie Training has been in business since 1912 with over 8 million graduates, and Ruby’s Director of Culture, Sarah Sackett, recently completed the course — we highly recommend it!

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Receptionist Etiquette Tip: 3 More Ways to Connect With Callers

Photo by Nicholas Smale

We’re all about creating connections at Ruby®, so we thought we’d follow up on last week’s post about connecting with callers by giving you a few more tips from our virtual receptionist team. Our telephone answering pros don’t often have the opportunity for a long chat with callers, yet we routinely receive feedback about the positive impact our remote receptionists make on callers. How do we make a great impression in a short time? Here are three ways:

Look for an “in.” When a caller says something about  him or herself, always acknowledge it, and never let a chance to offer help pass you by. Any opportunity to help your caller is an opportunity to connect! Here’s an example:

Caller: Will you let Susan know I’m going to be a bit late for my meeting? I’m having car trouble.

Receptionist: Certainly. Is there anything I can do to help? I’d be happy to call a cab for you, or help in any way I can. Car trouble is no fun!

Check in. Look for opportunities to ask friendly get-to-know-you questions of your callers. A great time to ask a friendly question is just after gathering a caller’s name: “Thank you, Kelly! How are you today?” Try adding an introduction to the mix: “Thank you, Kelly. I’m Jane. How are you today?”

Always accept an invitation for conversation. Callers who invite you to chat may be rare, which makes them all the more special. When a caller engages you by asking “How are you?”or the like, respond enthusiastically, and thank the caller for taking an interest in you: “I’m fantastic! Thank you so much for asking! How are you?” An added bonus: Even if you’re not having the best day, replying enthusiastically and smiling can boost your endorphins and actually turn your day around!

How do you connect with your callers during brief calls? We love comments — leave one and share your thoughts!

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Receptionist Etiquette Tip: 3 Ways to Connect With Callers

Communication

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Every member of our live virtual receptionist team is superb at fielding calls, but it’s the desire to connect with callers that makes us more than just an answering service. We answer lots of calls at Ruby®, and we know that no matter how brief a call may be, there’s always an opportunity to brighten a caller’s day. If you’re in the telephone answering game, we’d love to help you enrich your exchanges with callers. You may just have a minute or two with each caller, but here are three ways to make those minutes count:

Kick off your call with an engaging question. When crafting your company’s greeting, we suggest including an offer of assistance like “How may I help you?” Asking a friendly question right off the bat shows your eagerness to help, and invites your caller to express any needs, ask any questions, or just chat. Plus, it sounds good!

Use your caller’s name. You may not have the opportunity to learn a lot about your caller, but chances are you’ll learn one thing: the caller’s name. Why not use it? A simple “Thank you, Charlie,” or “I’m happy to help you with that, Kim,” does the job perfectly. While you’re at it, introduce yourself! “Thanks so much, Henry. My name is Jane. I’ll patch you through to Ms. Smith’s line now.”

Skip the ”Hold” button. When you need a moment to look up a phone number or reference a file, chat with your caller rather than placing the caller on hold. No need to rack your brain for clever conversation starters — standbys like “How are you today?” and “How’s your day going?” are great ways to connect with callers. It may be brief, but your conversation could make a big impact. A bit of friendly engagement might morph your caller’s mood from gloomy to great!

Got any tips for making a big impact on a short call? We’d love it if you’d share — post your trusty standbys in the comments below!

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Receptionist Etiquette Tip: 3 Things to Ask a New Employer About Messages

Receptionist Messages
Photo by Cushing Memorial Library and Archives, Texas A&M

As a new employee, making a stellar impression is especially important. The virtual receptionist team at Ruby® knows that little actions can make a big difference in someone’s day. If you’re answering phones for a new employer, take a moment to ask these questions — you might discover a new way to help your employer, and that’s a great way to WOW!

“Do you have a preference between written messages and voicemail?” Although most folks have both options available, sometimes one is preferable to the other. If you know what your employer wants, you can steer callers in that direction. Is your employer unsure which is better? This post offers some points to consider.

“Is there any specific information you’d like me to gather in messages?” Every good message should include the caller’s name, telephone number, and, of course, their message. Collecting a bit more information may be a boon to your employer. If email is a favored method of communication, for example, gathering your caller’s email address when taking a message could make your boss’s day a lot easier. Even if your employer is happy with a basic message, asking this question is sure to impress.

“Would you like an email notification when I connect a caller to voicemail?” Every time we transfer a caller to voicemail at Ruby, our virtual receptionists send an email with the caller’s name. Clients love this feature, because it helps them prioritize; if a call is urgent, the message can be reviewed right away. And even if callers choose to hang up before the beep, our clients are in the know. Sending voicemail notification emails is super easy, and may be a big help to your employer.

Can you suggest any questions to ask a new employer? We’d love to hear them!

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Receptionist Etiquette Tip: 3 Things to Ask a New Employer About Call Handling

Phone Answering Tip

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If you’re answering phones for a new employer, the virtual receptionist crew at Ruby® has a few tips that we hope will make your job a breeze on day one and beyond. Here are three questions to ask a new employer about telephone answering:

“How would you like me to greet callers?” This may seem like a frivolous question, but our remote receptionists know that a great greeting is key to making a solid first impression. Your greeting sets the tone for an entire call, so make those first words count! If your employer is indifferent about the greeting, check out these guidelines and craft a great greeting on your own, then run it by the boss for approval.

“Is there any specific information you’d like me to gather before transferring calls?” Most Ruby clients like the old screening question standby, “May I ask who is calling?” Others like to know what a call is regarding each time or for us to gather a telephone number or email address before transferring a call. Chances are your employer hasn’t even considered how a specific question or two during call screening might make the workday easier — perhaps there’s an account number or other helpful info you could collect that would more fully prepare them to take the call. Broach the topic and show how helpful you are!

“How would you like me to handle soliciation calls?” Some folks avoid sales calls like the plague, while others see them as a helpful opportunity, so take a moment to clarify your boss’s preference. If your employer asks you to screen out sales calls, do so gracefully — treat every caller with kindness and respect. Telemarketing is a tough job, and sales callers will likely be very appreciative of your friendliness, even if you’re not interested in what they’re selling.

Stay tuned for an upcoming post with more helpful questions that you can ask a new employer to knock their socks off!

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Receptionist Etiquette Tip: How to Answer Any Question With Confidence

Answer any question with confidenceIf you answer phones like our live virtual receptionist staff, you probably field a lot of questions each work day. The Ruby® telephone answering team knows that no matter how complex a question is, there’s always a friendly, professional way to respond. And here’s the best part: you don’t even need to know the answer to a question in order to respond with confidence. Is this magic? Nope — all you need to be confident in your call-handling skills is a few solid multi-purpose responses. Want to learn how to field any question without flinching? Take a gander at these riveting replies from the Ruby playbook!

When it’s a basic question, but you need a moment to find the answer:

  • Great question! Let me find the answer for you.
  • I’d be happy to find out. Would you mind holding for a moment?

When you don’t know the answer, but you know who does:

  • Great question! Let me put you in touch with Susan — she’ll be happy to answer it.
  • Tim would be the best person to help you. He’ll be happy to return your call. May I have your telephone number?

When you don’t know the answer, and you’re not sure who does:

  • Great question! Let me find the best person to answer it.
  • Great question! I’ll find the best person to answer it, and have that person return your call. May I have your telephone number?

When the question is about someone’s whereabouts or schedule, such as “When will he be back in the office?” or “When can I meet with her?”:

  • He keeps his own schedule, but I’ll be sure to have him return your call as soon as possible. May I have your telephone number?
  • She keeps her own schedule, but she’ll be happy to return your call and set up an appointment. May I have your telephone number?

When your caller presses you for information you don’t have:

  • I would hate to give you any misinformation. Susan is the best person to answer your questions, and she’ll be happy to talk with you. May I have your telephone number, so Susan can return your call?
  • Our attorney will be happy to help you — I would hate to give you any misinformation. Let me try to reach her for you.

It doesn’t matter whether you’re starting your first answering service job or you’ve been fielding calls for fifty years — anyone can shine like a Ruby by using variations of these great replies! We hope these examples boost your phone answering confidence. Do you have any tips for fielding tricky questions? We’d love to hear them!

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