What is the correct response when you answer the phone and the caller says: Hello, how are you?

Question

I am a PA and I receive a lot of phone calls. I dont know most of the callers and they dont know me. I get SO irritated when they say Hello, how are you? Does someone teach them somewhere to say that or what? Does it happen in other countries too or is it local to SA?

Answer 1

I was a receptionist for many, many years.

My reaction to a “Hello, how are you?” caller would be a cheerful “Quite well, thank you. May I say who is calling and how I might help you?”

If the caller says something like, “Hello, this is Pinocchio Gepetto, how are you today?” I would answer “Quite well Mr. Gepetto, how may I direct your call?”

If the caller says something like “Hello, this is Pinnocchio Gepetto. I want to speak with Tinkerbelle Bluefairy.” I would answer “Right away, Mr. Geppetto. Please hold and I’ll try her line.”

If the caller says something like “Get me Tinkerbelle Bluefairy.” I would answer “Right away. May I tell Ms. Bluefairy who is calling, please?”

You get the picture. Each call is different. It’s up to you to be as mannerly and polite at all times – even to the “Hello, how are you?” calls.

Dear One, they are not calling YOU – they are not even calling your “boss.” They are calling your company. That means that YOU, a perfect stranger, are their first contact point for your company. It’s imperative that you put this caller at ease as quickly as possible.

Communication is a tricky business. MOST people (and I’m being deliberately broad) prefer to communicate face-to-face. They get tongue-tied when they have to communicate without seeing someone’s initial physical reaction to their presence etc. etc.

What these callers are trying to do is to not only put themselves at ease with an uncomfortable situation, but to put others at ease for the same predicament – which, by the way, they caused.

Again, Dear One, it’s your job to answer phones and direct callers. It’s not up to you to be upset by how the begin the conversation. So, it’s up to you to be pleasant and cordial to every person who calls – no matter how they begin the conversation.

Answer 2

Its common, it's call as telephonic etiquette and use to make conversation lively and familiar.

Answer 3

it's just a greeting!  as petty as it sounds!!

Answer 4

To your question about what is the correct response, you say 'I'm well thankyou, how are you?'

It's common etiquette to ask how the person they're talking to is faring. It's simply an English formality.

Answer 5

I HATE IT!! when they just say that!

I become cold...I say  ''who is this?''

Answer 6

I'm from Northern Ireland and people say that here too. I think it's polite and good manners to ask how someone is. My response would be "I'm fine thank you, how are you?"

Maybe you just have no manners =]

Answer 7

It is just a way of being nice just say fine and you!

Get the formalities out of the way so to speak and get on with why they called I would not take it offensively!

Answer 8

You don't sound a very good PA if people being nice annoy you!

Answer 9

That's not so common in a business situation in Australia, but it could be elsewhere.

To be polite, you could simply say "I'm fine / well thanks. How may I help you?"

That way, you acknowledge their greeting, and then move very quickly to a professional role.

People who are super friendly on their first ever call are often time wasting sales people being falsely friendly in an effort to get information, but regardless of that you can't be rude to anyone if you are at work - it will always be the one you are rude to who is actually someone important!

Polite, but professional, is best.

Answer 10

No need to get irritated when the caller says hello, how are you? it is a way of welcoming you and just being nice to you and what you should answer is "am fine and you" it does not matter whether you know the person or not.

For example when your mobile customer service calls you, you might be asked  the same question, don't get mad, answer appropriately even though you don't know the caller.

Answer 11

I think it's just a courtesy thing; they really don't want to know. It may have also developed during a time when phones didn't work as well and people experienced their first few words being cut off. So, they say "Hello, how are you" in hopes you'll at least hear one word and know they are there.

My mother will respond: "Do you really want to know? Then you'd better take a seat." :) Not with everyone, but with folk she doesn't know/doesn't want to talk to.

A USA talk show host always responds, "Better than I deserve to be." That's a good one.

I generally move past it and simply say: "How can I be of service today."

Answer 12

i respond with:  "i'm doing well, how are you?".   i get this many times throughout the work day, and i can agree it can seem annoying, especially when you are busy. but you know what?  people like that take the time to "stop and smell the roses". they are simply taking time to acknowledge you - which is kinda nice.  it reminds me to slow down a bit, and take my time to enjoy little things in life.

that's all

Answer 13

I'd say they are just trying to be less formal.  If people ask how I am I always say 'good thanks, and you...' Mostly then people will say 'good' back and then get down to the real business.

I'd hate to have to start a phone call very formally from the start.  I'm in Ireland, I'd say this is an international greeting to break the ice.

Answer 14

Everyone here in NY answers the phone like that. Hi, how are you? Good, how are you? then continues talking

Answer 15

Whats wrong with being polite? Isn't that what we are suppose to do? Aren't we suppose to be kind to each other who ever we are talking to? That is whats wrong, people have forgotten MANNERS. Its just common courtesy to be polite on the phone. If you don't like when people ask you that question then maybe you should get another job , one where you don't have to talk to anyone.

Answer 16

At the risk of getting a violation for not really answering the question, I must agree wholeheartedly with Barbara.   Having been in administrative support positions for over 10 years, I feel she is right on the money.  

Also, if we, as a species, start getting irritated when people are being polite, we're in even more serious trouble than I thought.  That's absurd.  Take a pill, switch to decaf, get some more sleep, and put this into perspective.  

You're irritated because someone is being polite.

Just think on that.

Answer 17

That usually signals a sales pitch so I respond with who is this, etc what do you want and then  nine times out of ten hang up.

Answer 18

I think HELLO, HOW R U is wrong cause wen u answer the phone ur not really sure who r u talking 2 u shoul answer "good ______, ________residence, who is this?

        Ex. good morning, Mariefe residence who is this ok.....

Answer 19

When they ask that,just say"Busy how may I help you".they should get the message to them.I do hate that remark myself.....

Answer 20

The only people that ask me that, when I answer the phone, are people trying to sell me something, and people that [because of the place I work] are trying to make some sort of excuse for something.  My response is "good, how can I help you".

I don't ask how they are, because, quite frankly, I don't care.  Honestly, they don't care, either.

Answer 21

You can 1. Tell them how you are doing or 2. Ask how you may help them....  Once you decide who they are you can be polite and ask how they are doing.  I am in Kentucky (plus a small business owner) and never has anyone called me and just asked how I was doing without introducing themselves, but I still would think that they are just trying to be nice.

Answer 22

Well maybe they are trying to be nice