Avoid These Phrases

Often, when doing research for an upcoming training event in an organization or as part of a consulting assignment, I have the opportunity to listen to both side of customer service or sales calls. Here's what I find really cool - I can always tell when the wheels come off the wagon during a call. And it's usually not the customer. I would venture that 8 out of 10 calls that go awry, happen due to something the customer service or sales professional has said. Always well meaning, but often the one thing that sets off the caller.


Whether we sell or service, there are certain phrases that we should avoid using. There are certain phrases that all but guarantee a negative reaction from our customer or prospect. Let's take a look at words and phrases we should avoid in our telephone work.


I don't know. Is that what some one really wants to hear when they speak with a company representative? After all, isn't it your job to be able to answer customer requests? If you don't know, find out who does and get the answer. An alternative phrase might be "I'm not sure of the answer and I want to make sure I give you the correct information. Let me check that out for you. Are you able to hold?"


I (or we) can't. Don't you just hate being told no? So do most people. Find out what you can do and offer alternatives.


Hang on a second, I'll be right back... can sound rude and abrupt. Use "Are you able to hold instead?" It's much more polite and empathetic.

and really, really get back to them quickly. When you're on hold, I can still hear your caller. The longer you are away, the more time they have to stew. If you can avoid "hold", do so.


You have to... A prospective buyer doesn't or shouldn't HAVE to do anything. We're the ones trying to make the sale. If an action is required on their part, let them know what they'll "need to" do in order to accomplish the objective"


No... No one likes to be told no. Offer alternatives. If you can not come to agreement, be gracious. You never know when they might change their mind.

It's often difficult enough handling sales or services calls all day long. Why make your job any harder? The right words go a long way towards a quick and effective solution.