The Do’s and Don’ts of Answering a Business Call


A simple phone call easily turns into an opportunity for you to meet new people or grow your business. What works best for one person might not work for you. You can make or break a business call with your words.

You have to strike the right balance at all times to get the most out of it. More and more people are making calls to businesses. These include in-person and over the phone. So you have to make the calls worthwhile for the company.

Here are some dos and don’ts that help the company and yourself.

Start By Greeting Warmly

When you answer a business call, always start by greeting the caller warmly. A simple “Hello, how are you?” will do. This shows the caller that you are happy to hear from them and are interested in their business. It also sets a positive tone for the rest of the conversation.

Smile Even if They Don’t See You

If you work in customer service, you know that one of the most important things to do when answering a business call is to smile, even if the person on the other end cannot see you. Smiling conveys a sense of friendliness and approachability, and can help to defuse a difficult situation.

Speak Clearly

It is also important to speak clearly and slowly, using a friendly tone. This will help the caller to feel as though they are being heard and valued. If you think your phone device is affecting your call clarity, invest in better systems like through

Make the Caller Feel Welcome and Important

By making the caller feel valued, you will build rapport and create a positive relationship with them. This will help to build trust and loyalty and ultimately result in repeat business.

End the Call Politely

When answering a business call, always be polite and try to end the call as quickly as possible. Remember that the person on the other end is likely very busy, so try to be as concise as possible. Thank them for their time, and don’t forget to ask their return business number.

Don’t Be Distracted

Answering business calls requires your full attention. You should not be doing other things, such as eating, typing, or browsing the internet. If you are distracted, the person on the other end of the line will be able to tell and it will reflect poorly on you and your company.

Don’t Be Loud and Fast

Being loud can come across as unprofessional and make it difficult for the person you are speaking with to understand you. It is also important to not speak too fast. This can make you sound nervous or like you are trying to rush through the conversation.

Don’t Make a Loud Drop

When you answer a business call, don’t make a loud drop. This sounds unprofessional and can be jarring to the person on the other end. Instead, take a deep breath and answer the call calmly and confidently.

Handle a Business Call Professionally

The most important thing to remember when handling a business call is to be professional. This means being polite, being clear and concise, and keeping the conversation on track. It is also important to remember to take care of the technical aspects of the call, such as making sure you are on a good connection and that your caller can hear you well.

If you follow these tips, you will be able to handle a business call professionally and efficiently.

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