Cookie Preference Centre

Your Privacy
Strictly Necessary Cookies
Performance Cookies
Functional Cookies
Targeting Cookies

Your Privacy

When you visit any web site, it may store or retrieve information on your browser, mostly in the form of cookies. This information might be about you, your preferences, your device or used to make the site work as you expect it to. The information does not usually identify you directly, but it can give you a more personalized web experience. You can choose not to allow some types of cookies. Click on the different category headings to find out more and change our default settings. However, you should know that blocking some types of cookies may impact your experience on the site and the services we are able to offer.

Strictly Necessary Cookies

These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site may not work then.

Cookies used

Performance Cookies

These cookies allow us to count visits and traffic sources, so we can measure and improve the performance of our site. They help us know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies, we will not know when you have visited our site.

Cookies used

Google Analytics

Functional Cookies

These cookies allow the provision of enhance functionality and personalization, such as videos and live chats. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies, then some or all of these functionalities may not function properly.

Cookies used




Targeting Cookies

These cookies are set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant ads on other sites. They work by uniquely identifying your browser and device. If you do not allow these cookies, you will not experience our targeted advertising across different websites.

Cookies used


This site uses cookies and other tracking technologies to assist with navigation and your ability to provide feedback, analyse your use of our products and services, assist with our promotional and marketing efforts, and provide content from third parties



Upcoming Events




Outsourcing - Tips & Best Practices


Here are some suggested Connections for you! - Log in to start networking.

Effective Tips for Improving Your Company’s Phone Greeting - MAP Communications - Blog

Effective Tips for Improving Your Company’s Phone Greeting

The old adage is true: you never get a second chance at a first impression.

Even when someone is familiar enough with your organization to dial you up, that first conversation can have a lasting impact on how they perceive your business. It’s important to keep that first impression in mind when crafting the perfect company phone greetings. Professional phone greetings can start the conversation off on the right note while also prioritizing call efficiency.

If you’re not sure if your existing call greeting accomplishes all it should, you may want to revise your messaging. Learning how to greet customers on the phone is simple – once you’ve read a few tips:

Lead with Gratitude

Anyone who has ever had to navigate an automated voice directory will be familiar with this idea. Company phone greetings often begin with a simple “thank you for calling.” There’s good reason for that: by starting with a thank you, you instantly convey your appreciation for their patronage. While the line has become standard with time, it’s still a better opening message than something like “you’ve reached our business.”

It’s also a good idea to confirm with callers that they’ve indeed reached the company they intended to dial. “Thank you for calling” can quickly be expounded upon by adding the name of your business. The difference between “thank you for calling” and “thank you for calling MAP Communications,” for instance, has obvious benefits. A proper phone greeting should be about welcoming, thanking, and informing. This particular option offers all three.

Exchange Names

Putting a name to a voice can help humanize the person on the other end of the line. Some company phone greetings are pre-recorded, but when you partner with a service like MAP Communication, you’ll have real people answering each call in a personable, professional way. Since 86 percent of people say they prefer to speak with a human over a recording, the opportunity to have a live representative greeting each caller is simply too valuable to pass up.

Reps should always include their name as part of their call greeting, but it’s just as important to ask the name of the person calling. This small gesture can remind the caller that they’re speaking with a real person. Exchanging names can help build rapport, opening up the conversation for a true connection. Such a tiny detail might be easy to overlook or dismiss entirely, but asking for someone’s name is also a great way to transition to the core of the conversation. “Hi Sarah,” a receptionist might say after learning the name of the caller, “how can I help you today?”

Offer Instruction

Perhaps the most important step of any company phone greeting is the part when you offer callers information. Should you need them to take specific actions to complete their request, it’s best to bring it up at the beginning of the conversation. For instance, if you need their account number to access their membership details, ask them up front for those details. The last thing you want to do is waste the time of callers who don’t have their account numbers on hand.

Attention to detail comes in handy for this portion of the call greeting. Experienced agents may recognize the tell-tale signs that a person doesn’t know or have everything they’ll need to handle their question or concern. By communicating specific instructions and requirements to move forward, you’ll capture the caller’s attention early in the conversation. This saves everyone time in the long run.

Smile While Greeting

Phone calls are a customer experience unlike any other. You rely solely on your voice to set the tone. Even though callers can’t see your face when dialing in, they can hear the cheerfulness – or lack thereof – in your voice. While it may seem odd at first, smiling when answering the phone can convey an undeniable sense of friendliness. The last thing you want is to come off as cold or apathetic in your professional phone greeting, so as silly as it might sound, try smiling the next time you pick up your phone.

Minimize Distractions

You can do everything right in designing the perfect company phone greeting and still miss the mark if your callers can’t hear you. Poor sound quality and distracting background noise can be seriously detrimental to the customer experience. If you’re answering phones on a busy sales floor, are near noisy colleagues joking around in the background, or have children or pets creating chaos, callers may not feel like a priority. That’s why so many businesses are opting to outsource their calls to virtual receptionists at MAP Communications instead.

Designing the Ultimate Customer Experience

If you’re hoping to step up the way you communicate with callers, a partnership with MAP Communications could be the solution. We work diligently with clients to design company phone greetings that are effective as they are welcoming. Customized call scripts allow us to bring the same attention to detail to the entire conversation. Allow us to boost your professional reputation while enhancing the customer experience and providing the very best service possible. Get started with a free trial of our live answering service now!


Publish Date: September 17, 2020 5:00 AM

2021 Buyers Guide Help Desk Software

eGain Corporation

eGain CallTrack™
eGain CallTrack™ is a dynamic call tracking and case management solution that helps companies provide quick, high-quality, and cost-efficient resolution of customer issues across traditional and emerging interaction channels. It is one of the many innovative customer interaction products in eGain Solve™ suite, the unified customer engagement and knowledge management software suite, which helps businesses transform their traditional call centers into omnichannel customer engagement hubs. eGain CallTrack will enable you to track, manage and resolve cases and maintain service level agreements (SLA), across channels.


Happitu is your customer support team’s personal coach. It guides your team through every interaction with custom workflows, responsive scripting, and dynamic help topics.

Documentation in Happitu is automated, detailed, and consistent. Go beyond handle times and service levels with the rich insights of Happitu – from granular interaction data to aggregate data and trends – you get the complete CX journey!

We intentionally built the Happitu Workflow Designer with your customer support team in mind. Using our intuitive tools that provide quick and safe iteration, you eliminate the need to involve IT or Development. Yes, you will no longer have to dread submitting a change request to Devin from IT!

Try it free for 45 days!


Knowmax is an omnichannel knowledge management platform. Our mission is to transform contact centers into resolution centers and drive customer self service.
The platform is an industry-agnostic enterprise-grade knowledge platform with components helping in easy findability of actionable information at the right time across the desired touchpoint.

Nuxiba Technologies

Nuxiba's Help Desk Software is ideal for delivering top-level contact help desk services. It not only tailors to your existing technology resources but also allows you to set staff priorities that forward clients to the most knowledgeable agents.

Give personalized assistance, and analyze performance with our real-time monitoring, recording, and reports. Integrate Salesforce or VTiger CRM systems, be TCPA compliant, protect your cardholder's data during calls, and more!

Request a quote or demo today and start the journey to increase your first-contact resolution percentages in less than three months!


OneDesk's software combines Helpdesk & Project Management into one application. No need to purchase, integrate and switch between applications. Your team can support your customers and work on projects in one place. Aimed at SMBs as well as departments at large enterprises, OneDesk is frequently used by project managers, customer service, IT, professional services and more. This easy-to-use, feature-rich, and highly configurable software can manage both ticket & task workflows.

Teckinfo Solutions Pvt. Ltd.

ActivDesk Help Desk Software
ActivDesk Help Desk Software is an intelligent ticketing software for multi- channel customer interaction & engagement. It streamlines the entire ticket management process. With its SLA & escalation management, it enables your help desk to deliver enriching customer experience.

View more from MAP Communications

Recent Blog Posts:
Effective Tips for Improving Your Company’s Phone GreetingSeptember 17, 2020 5:00 AM
5 Must-Haves in Your Business Continuity PlanAugust 20, 2020 5:00 AM
Why Real Estate Agents Shouldn’t Answer Their Own PhoneAugust 6, 2020 5:00 AM
5 Times Dunder Mifflin Could Have Used an Answering ServiceJuly 30, 2020 5:00 AM
Top Reasons To Have a Spanish-Speaking Receptionist for Your BusinessJuly 23, 2020 5:00 AM
How Adding an After-Hours Call Service Can Increase Business OpportunitiesJuly 16, 2020 5:00 AM
5 Must-Have Phone Tips for Medical ReceptionistsJuly 2, 2020 5:00 AM
5 Ways to Utilize Virtual Receptionists for a Remote WorkforceJune 25, 2020 5:00 AM
Why Right Now is the Perfect Time to Use a Virtual ReceptionistApril 9, 2020 5:00 AM
How Answering Services Help Real Estate Agents Close More DealsMarch 5, 2020 5:00 AM

New 2021 Membership

About us - in 60 seconds!

Submit Event

Upcoming Events

The place where the world's best meet and share their best practices!

A place for professionals to learn the latest and greatest strategies and ideas and to connect with the elite in the industry. 

This is the highest rated industry event with ... Read More...

Latest Americas Newsletter
both ids empty
session userid =
session UserTempID =
session adminlevel =
session blnTempHelpChatShow =
session cookie set = True
session page-view-total =
session page-view-total =
applicaiton blnAwardsClosed = True
session blnCompletedAwardInterestPopup = False
session blnCheckNewsletterInterestPopup =
session blnCompletedNewsletterInterestPopup =