Church Phone Etiquette: 7 Tips to Be Effective on the First Call

Proper church phone etiquette will present your church ministry effectively. A good first impression over the phone is one of the most important keys to building your ministry. The first impression of someone on the phone is just as important as the initial impression of meeting someone in person. That phone call can often lead to a progressive relationship with the caller.

Here are seven etiquette tips to help your staff be more effective:

Remember that you may be the first and only contact this person has with your church and you are the first impressionist.

Before answering, stop any activity that can be heard by the caller, clarity on a call decreases the chance of mistakes and having to ask for clarity.

Answer quickly before the third ring if possible, most people hang up after the fourth or fifth ring. An unanswered phone is often a missed contact.

Let the person make their full initial commitment statement, this usually makes it easier to know where to direct the caller and helps you determine the urgency of the call.

Speak clearly in a pleasant tone of voice. A positive, uplifting voice is often just what a caller needs to hear. Callers to a church often need a positive and uplifting conversation.

If you transfer a call, explain to the caller that you’re transferring and to whom you’re transferring, so they don’t think you’re abandoning them and won’t be surprised when someone else answers.

If you need to transfer the call and someone is on hold for an extended period of time, check back with them to schedule a callback, if necessary.

Proper church phone etiquette requires professionalism on each and every call. Maintaining professionalism on every call minimizes misunderstandings, mistakes, and stressful situations. If you use volunteers, it is often imperative to use a written plan and checklist to follow during calls. There should be no questions about how your church phone should be answered, the depth of information shared, and especially if it’s a call from someone who needs help.

The initial phone call can often lead to a progressive, long-term relationship with the caller. If the first call is not handled correctly, this opportunity is lost. The old adage that the first impression is a lasting impression certainly depends on the etiquette represented on the church phone.

The problem of church phone etiquette can be minimized with a small business phone system that gives the church or ministry the option to place personal greetings, responses, and personalized options without the possibility of a wrong answer on the first call. .