6.4 Other important factors to consider when answering the phone

When you answer the phone at work, it’s important to remember the steps above. Here are some more tips to help you make your calls sound more professional:

  • Make sure that the person you want to transfer the call to is free. Make sure the colleague is available to help before you transfer a call so that the caller gets a live person instead of a voicemail.
  • Don’t eat or drink until the call is over. To be professional, don’t eat or drink while you’re on the phone with a customer. Having food or drink in your mouth can make it hard to understand what you’re saying.
  • Make a voicemail message that sounds professional. Sometimes you won’t be able to get to the phone in time or won’t be able to answer right away because you are busy with another task. To be ready for these kinds of situations, make a professional voicemail message and keep it up to date. If a client or customer leaves you a message, make sure to call them back within one business day to keep their business and meet their needs as soon as possible.