Answering the Phone: 3 Ways to Make Your Company’s Greeting Great

Answer the phone with a great greeting!
Photo by Michael Pujals

First impressions: you never get a second chance to make them, and at Ruby® Receptionists, we’re all about making them great. To our remote receptionists, every telephone answering experience is a chance to show our super-friendly stuff. A company’s greeting plays a key part in making an impeccable impression on a caller, and we love helping new clients craft greetings that wow. Here are three elements that an excellent greeting includes:

1. A greeting. (Duh.) Simply stating your company name isn’t enough. Begin your company’s greeting with “Hello,” or “Thank you for calling,” or, if most of your callers are in the same time zone, try “Good morning/afternoon.” Better yet, combine two or three of these friendly options in your greeting! Welcome your callers with a few friendly words before saying anything else. A little courtesy goes a long way!

2. Your company name. Now, “Hello” is a great way to begin a greeting, but it does not a greeting make. If you’re answering your phones with “Hello,” call a company meeting pronto and nix that nuttiness. A plain “Hello,” is plain confusing to callers, and it’s likely to make them question whether they’ve dialed the correct number. Always state your company name when answering calls. You’d hate to have a potential client hang up on you because they think they’ve misdialed, right?

3. An offer of assistance. “How may I help you?” Ah, what beautiful words. Let your callers know you’re raring to make their day by ending your greeting with a helpful question. “How may I help you today?” and “How may I assist you?” are rock solid. Are you routing calls rather than answering questions? Try “How may I direct your call?” Is there a question you need to ask every caller? Ask it! (“May I have your account number please?”) A helpful question is the ideal end to a great greeting.

Here’s what the finished product looks like: “Good morning! Thank you for calling ABC Company. How may I help you today?” I feel good just reading it. Sure beats the heck out of “Hello”!

How do you greet your callers? What works for you, and what doesn’t? We’d love your feedback!

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