1. Never let the telephone ring more than twice before answering. The last thing a customer wants to do is wait, no matter how routine the call may be. Greet your caller in a warm, professional manner.
2. Document everything that happens with the customer�s call, including time and date; a description of the question, problem or request; actions taken; and any follow-up contact. Keep the information on file, particularly for your regular customers.
3. If you�re short of time and the service call is not urgent, politely explain the situation to the customer and get his/her contact information, including a convenient time when you can call back and discuss the issue at length.
4. If you need to use automated answering system, your customer service line should be one of the first options. Limit any subsequent menus for routing calls by specifying to as few selection options as possible.
5. Always follow up with customers to make sure the issue was addressed to his/her satisfaction. You may receive some valuable suggestions for improving your service or�even better�a happy customer who will refer your business to others.
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