In our “high-tech” world, it seems so easy to forget to “reach out and touch” someone.  However, in marketing, hearing a live voice on the phone has its merits.

The low-tech telephone is often pushed aside for email and texts as a sales tool in this digital age. Many sales still originate over the phone and here’s a few ways to use it to your advantage.

Keep your system up-to-date

• Don’t let potential customers encounter a busy signal or wait for 20 rings until it’s answered. Consider installing a system with multiple lines so this doesn’t happen.

• Forego call waiting. Customers don’t like being asked to hold so you can answer another line.

• Don’t have the customer push a lot of buttons. Make sure that one of the first options is to speak to a “live” person.

• Have a separate line for faxes.

• Add caller ID, voicemail and conference calling to your service.

How you answer—or don’t—matters
If the designated phone answerer isn’t available, have a cordial message on voicemail, promising that the call will be returned promptly. The person answering should have a greeting tone that is warm and friendly.  You can’t “redo” a first impression. How your business operates is reflected in the tone of voice. If you have multiple employees, give them a script so your company message is consistent, but rehearse it so their words don’t sound like they’re reading a script.

When you return the customer’s call, or have a call routed to you, never give the impression that you’ve been interrupted or rush the caller. Ask pertinent questions, but also give the caller a chance to ask you questions.

Cellular phones
Using a mobile phone in addition to your landline helps with customer accessibility. If you’re going to be away from the office for more than a couple of hours, pick up your voicemail often, or have office calls forwarded to your mobile phone.

If your office is in your home, make the office a separate area. Screaming children or a barking dog can damage your professional image.

Though it seems email and text messages are popular, you still have to reach your audience in the manner they wish. In eliminating voice calls, you may be eliminating sales opportunities.