Have a professional email signature line
This only takes a minute to set up, and is a huge benefactor to set you apart from your competition. If you have a nice signature line, your emails have more strength in both legitimacy and professionalism to your clients. Some things to consider including in your signature line might include:
- Your full name
- Title(s)
- Contact information for you and your company that is hyperlinked
- Your company logo
- A professional headshot (if desired)
Brand your communications
When you are using a secure service like eFileCabinet to manage your customer’s documents and send secure communications, it’s important your clients identify this service with your company. With Rubex by eFileCabinet, you can brand your site and communications to customers with your company’s branding. You can find step-by-step instructions to brand your eFileCabinet site here.
Define your message clearly
Whether you are communicating via email, over the phone, or spreading a message through marketing collateral or on your website, your message needs to be the same. Trust is built in companies that provide a consistent experience for their customers when it comes to the message they’re hearing.
Proofread. Proofread. Proofread.
Don’t ever underestimate the power of good grammar and proper punctuation. At the very minimum, take an extra few seconds to review your email before clicking SEND. Be sure to use full sentences and read them over to make sure they provide clarity and make sense. You can also utilize a site such as Grammarly to help you identify potential grammatical errors you may have missed.
Do what you say you’ll do
Nothing looks more unprofessional than not following through on your promises to clients. Call when you say you will call, email when you say you’ll send an email, and follow up in the timeframe you have told your client. If you need to reschedule, or something has come up to prevent you from completing what you’ve promised to your client, be sure to inform the customer and take action accordingly to reschedule or address the situation in a timely manner.
Dress professionally when meeting with a client
Whether you’re meeting in person or on a video call, dressing professionally shows a level of respect to your customers. It lets them know that their business is important to you.
Maintain quick response times
We are professionals in a time of digital communication and instant gratification. Good customer service starts with being responsive, so communicating promptly with clients is not only expected, but necessary. To maintain a professional appearance, be sure to communicate and respond in a timely manner. Ideally, this means within one business day or less. If you will not be able to communicate that quickly, have an auto-response set up to go to your clients to let them know what your turnaround times are so they know what to expect and are reassured they’re not being ignored.
Actively listen to your clients
Nothing is worse than talking to someone on the phone and they’re clearly distracted while typing, driving, talking to coworkers in between sentences, etc. When you’re talking with your customers, give them your full attention and let them know you are hearing what they are saying.
Your relationship with clients should be a top priority. Building trust and a good rapport are essential to earning repeat business and long-lasting relationships, which is key to growing your business.
All you need to improve your professional communication skills is to be mindful of these tips and to continue practicing them so they become second-nature. The more you utilize them, the more you’ll see positive changes in your professional relationships that will lead to new opportunities and efficiency in how you do business.
Find out how eFileCabinet can help you appear more professional to your clients. Fill out the form below for a free demo.