5 Easy Steps to Flawless Phone Answering

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Office phone answering procedures

How to answer the phone professionally, sound like a receptionist, and impress your callers—every time!

Picture this: The flu’s hit the office, and most of the crew’s home sick, including the receptionist.

You and your healthy teammates are facing double the usual workload, and although you’re up for the challenge, one question looms:

“Who’s going to answer the phone?”

You find yourself wondering… how does a receptionist answer the phone anyway? What does it take?

As the boss mutters something about signing up for that phone answering service, it happens — the phone rings, and by chance, you’re standing closest to it.

All eyes are on you. Do you have what it takes?

Fear not! Our live virtual receptionists have your back. If you’re the office pinch-hitter, follow these five steps to flawless phone answering success:

1. Greet your caller graciously.

“Hello” doesn’t cut it. Begin with something nice like “Thank you for calling,” end with a “How may I help you?” and be sure to slip your company name in the middle. Above all, you want to leave your callers with a positive impression! Our greeting guidelines make it simple.

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2. Mind your manners.

You may be new to the receptionist game, but if you’re nice, no one will notice. Ask for information rather than demanding it, as in “May I say who is calling?” and “May I have your name?” Throw “please” and “thank you” in there as much as possible. Remember, everyone loves to be treated with respect and the happier your callers are, the happier you’ll be!

3. Deflect with style.

Here’s a little secret every great receptionist knows: it’s not about having the answer to every question, it’s about knowing what to say when you don’t know. “Let me find out for you” and “Let me connect you with the best person to help you” are excellent responses, whereas “I don’t know” is not so much.

4. Avoid dead ends.

When you’re not able to reach the person your caller is seeking, always offer to take a message or transfer the caller to voicemail. Similarly, never make your caller ask to leave a message — it’s awkward and off-putting. It’s as easy as this: “Tim’s in a meeting. May I take a message?” There’s always a way to work in a positive spin!

5. Keep calm and carry on.

Mistakes — we’ve all made them. Our expert virtual receptionists have learned that nearly any flub can be remedied with friendliness. Being a receptionist isn’t an easy job by any means, but at the end of the day, you’re a person communicating with another person. The key to answering the phone flawlessly is a personal touch! Be kind, be courteous, and be yourself, and you’re sure to hit any curve ball out of the park.

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*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the cancelled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner.