Receptionist Etiquette Tip: Share Suggestions

Telephones
Photo by Jeffrey Goonberg

“Hi, I have Jim Smith on the line for you.”

“Jim Smith? Oh, great. (Sigh.)”

Ah, the call you’d rather avoid — we all have them, and we all dread them. But with the aid of an awesome receptionist (or virtual receptionist!), fielding an unwanted call is just one of many options. If you sense hesitation when offering a call, turn apprehension into relief by making suggestions. It’s a great way to be helpful and show how resourceful you are! Here are some go-to suggestions from our attentive virtual receptionists:

Would you like me to take a message?

Would you like me to relay a message to him?

Would you like me to gather more information?

Would you like me to ask him to call back at a different time?

Would you like me to tell him you’ll return his call?

Not every call needs to be attended to immediately, but it can be easy to forget that. Remind your team of the many options you can provide by prompting them with suggestions. Your indispensability to the team will shine through when you do!

Do you have phone answering tips to share? Please comment below—we’d love to hear your take on what makes a superb receptionist!

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