25 Phone Answering Tips for Your Children's Ministry
Dale Hudson helps you leave a good impression on your parents who call your ministry.
There is nothing more frustrating than a business or company that is rude or unprofessional on the phone. We’ve all experienced it. Left a bad taste in your mouth, didn’t it. It may have even caused you to take your business elsewhere.
Your children’s ministry’s phone etiquette is so important. It makes a lasting impression on people. Here’s 25 tips you can use to make sure your phone etiquette leaves people smiling.
- Answer the phone after the second ring.
- Put a smile on your face and let it shine through.
- Speak clearly, slowly, and with confidence.
- Always use a pleasant and friendly tone.
- Identify your ministry, yourself, and ask “How may I help you?”
- Ask for the person’s name and use it during the conversation.
- Before you place someone on hold, ask their permission.
- Remember it’s better to ask permission to call someone back rather than keeping them on hold for a long period of time.
- Never interrupt the person when they are talking.
- Never argue with someone over the phone.
- Do not have food in your mouth or be chewing gum when you answer.
- Don’t give them the feeling you are rushed or they are unimportant.
- Return voice mails quickly. Within 24 hours at the very latest.
- Don’t say, “I don’t know.” Say, “That’s a great question…I’ll be happy to find out for you.”
- If someone asks for prayer, take time to pray with them over the phone.
- Keep the voice mail updated with brief information about current events that people may be calling with questions about.
- Listen carefully. Don’t be checking email at the same time.
- If there is a problem, project a tone that is concerned and empathetic.
- If they ask about a program that you don’t offer, don’t just say “we don’t offer that…sorry.” Instead, say “we don’t currently offer that program, but here’s a couple of other great things we do offer.”
- Instead of saying “you’ll need to” say “here’s how we can help you.”
- When transferring a call, instead of saying “let me transfer you,” say “let me connect you.”
- When you write down information like a phone number, repeat it back to them to make sure you wrote it down correctly.
- Thank them for calling and invite them to call back anytime they have questions or you can be of help.
- Say “good-by” not “bye-bye.”
- Let these two words guide your conversations…courtesy and kindness.
What are some other phone tips that can help children’s ministries make a good impression? Share with us in the comment section below.