Since you can’t see the other person’s face, accurate communication is necessary, but in some cases, you may not be able to hear the other person’s voice or understand what they are saying.

Therefore, in this article, we will explain the points when asking again over the phone. We will also look at tips to relieve anxiety in answering the phone, so please use it.

[By case] I can’t hear the other party’s voice! What is the correct phone response when listening again?

If it is difficult to hear the other party’s voice when answering the phone at the company, or if you can’t hear it, you need to listen again so as not to be rude to the other party.

Here, we explain how to re-listen for each case.

Case 1: Poor reception, can’t hear anything

If it is difficult to hear what you are saying or if you cannot hear anything due to the poor signal quality of the other party or yourself, please decline the call and hang up once.

for example,

• I’m sorry, but the phone seems to be a little far away…
• I’m sorry, but I will hang up the phone for the time being, as the radio wave situation seems to be bad.
• It seems that the voice is not transmitted here, so I am sorry, but I will put the phone on the phone for the time being

It would be nice to say something like that.

Also, if the other party calls you again,

• Thank you for your prompt reply
• I’m very sorry that the call was cut off earlier.

Please add a word.

Case 2: The other person got angry after listening again

Asking again when the phone call is bad can make the other person feel uncomfortable.

Therefore, in order not to offend the other party, it is necessary to be careful about the way you use your words, and to use cushion words well .

If the other person gets angry even though you were polite, try to apologize for the offense.

Case 3: The call ended without confirming the other party’s name

If the call ends without being able to hear the other party’s name or company name, it may not be possible to transfer the call smoothly.

For this reason, it is important to listen carefully to the necessary information during the call.

If you are not used to answering the phone yet, it is easy to miss information, so we recommend that you write down the necessary information in advance.

for example,

• the time you received the call
• Other party’s company name, department name, name, contact information
• matter
• Actions required by your company

It is a good idea to write down items such as items in a memo in advance.

In the unlikely event that we miss the information, we will use the information we have heard to pass the information on to you, or if necessary, call the other party again to confirm .

One way to do this is to ask your boss what the appropriate response is.

What is the point when asking again on the phone?

Next, let’s check the points when re-listening over the phone.

Point 1: Request again

If you cannot hear the information while answering the phone and ask again

• I’m sorry, but could you tell me your name again?
• could you say that again

I would like to make a request again.

It is OK if you can hear all the information that you could not hear here. If any information is inaudible, go to point 2.

Point 2: Say what you wrote down

If you have tried to re-listen, but still do not understand some of the information accurately, try to speak out what you wrote down.

For example, if you catch the name of the company, but not the name, respond by saying, “I’m sorry, who’s from ○○ company?”

If you focus only on the information that you couldn’t catch, you might end up asking questions and making the other person feel uncomfortable, so be careful.

Point 3: Repeat

If you still can’t hear it in point 2, repeat it at the end to make sure.

For example, it would be good to ask again, “Isn’t it Mr. △△ of ○○ company?”

Tips for relieving anxiety

So far, we have looked at the points when listening to the other person again when answering the phone, but some people may still feel uneasy.

Here are 4 tips to help you get rid of that anxiety.

If you can’t hear the name or company name, ask for the kanji notation

If you can’t hear the name or company name well, it is effective to ask for the kanji notation.

For example, it would be a good idea to ask again, “What kanji would you like your name to be written in?”

use cushion words

It is also important to use cushion words well in business telephone correspondence.

Below is a list of typical cushion words, so please use them when answering the phone.

• I’m sorry but~
• Excuse me~
• Sorry for the inconvenience~
• Excuse me, but~

Memorize the names of business partners and persons in charge in advance

Before picking up the phone, it is also important to check the name of the business partner or person in charge.

By inputting information in advance, it will be easier to connect with the information even if it is somewhat difficult to hear on the phone.

If you can’t catch the part that you can’t hear, the awareness that you’re not good at answering the phone will fade, so please give it a try.

Answer the phone in the quietest possible environment

If you pick up the phone in a noisy environment, you may not be able to concentrate on the other party’s voice and may not be able to hear the information well.

Try to answer the phone in a quiet environment as much as possible to avoid re-listening.

You can take measures such as moving to a quieter place if you are using a mobile phone, or telling people around you that you will be answering calls if you are using a landline.

A convenient service that reduces the need to ask again over the phone? ! What is Canario?

So far, I’ve introduced tips and tricks for when you can’t hear the other person’s voice while answering the phone.

However, if you are busy working every day, there may be cases where you do not have time to listen to the other person again.

Some people may feel uneasy about asking again and may not feel comfortable answering the phone.

In such cases, we recommend using the call transfer service Canario provided by NEC Networks & System Integration Corporation.

With Canario, AI recognizes names and automatically takes calls.

For this reason, the anxiety of re-listening to the other party when answering the phone will be alleviated a little.

Many useful functions

NEC Networks & System Integration’s Canario is equipped with many useful functions in addition to automatic forwarding. Specifically:

• call all at once
• Message text conversion
• Business hours setting
• IVR
• Coordination with extensions, etc.

Depending on the billing plan you subscribe to, the features that you can use will vary.

Canario has three pricing plans. The functions available in each plan are summarized in the table below, so please check it.

3 price plans

Canario offers a 31-day free trial service.

You can call up to 1800 minutes per month for free, and you can use the Standard plan for up to 10 people.

If you are interested, please contact us once.

summary

If you cannot hear the other person’s name or company name when answering the phone, you need to ask them again so that they are not rude.

Use cushion words well, take notes and repeat them to hear the information accurately.

If you want to completely eliminate the anxiety and burden of answering phone calls, we recommend using NEC Networks & System Integration’s call forwarding service Canario.

If you are interested, please feel free to contact us as AI will listen to your name and automatically transfer the call, or if you cannot answer the call, there is a message text function that is convenient.