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You should answer telephone systems on the first or second ring

Jul 2011

This will make a positive impression on the caller and so the call will immediately be better than if you let telephone ring four or five times or more.

You need to appreciate that when he/she is on the other end of the line listening to it ringing - time goes much more slowly than normal. This is because the person has not got any distraction of any kind. They are simply only hearing the sound of the ring-tone of the distant telephone. The enquirer who feels that he has been hanging on for ages will soon begin to think that they are of little importance to the outfit that they are calling and become irritable at the delay.

In fact the longer telephone remains unanswered the more their irritation will grow and could possibly see them putting the receiver down on the telephone system. As this could have been an important sales enquiry this is a very undesirable outcome for the company.

If the client has a query or complaint then it is possible that you will have more trouble dealing with them if you have annoyed them further before you have even lifted your handset.

So remember that answering telephone calls at once sends a strong message to the other party. They will feel that you represent a well organised establishment and that you personally are eager to deal with them. They are bound to have a more satisfying experience when you respond to telephone calls efficiently and pleasantly. Being prepared to take notes is crucial. 

As we've said repeatedly Telephone Systems for Small Businesses are a huge investment and you should make to best use of them.


0 #2 John 2011-08-02 14:23
You are definitely right! Whenever the phone rings we should answer it right away with the right attitude and listen attentively. You will never go wrong with this perspective. Thanks for sharing this wonderful article with a video.
0 #1 Julian 2011-08-01 21:28
My business has been much appreciated by our customer because of providing excellent customer service. That also includes our representative answers the call right away and doesn't keep them waiting. I agree this is really important to a business. I like your videos and the articles are amazing. Congratulations !

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