How to be an Exceptional Telephone Conversationalist

Telephone Etiquette

There are two sides of the story- the recipient and the caller himself. No matter which one you are, you have things to bear in mind in conversing on the phone. 

We are in a digital age and telephone is a vital equipment in communication in the office or in our normal lives. Below are the tips to consider:

Receiving calls:

1. Answer the call with your normal voice and tone.

Your normal voice creates an identity that the person on the other line would know you easily and that also creates an impression. Speaking in a high-pitched tone may not be a good idea all the time in a certain speaking situation. A high volume and a high tone may be hurtful to the ears and that sounds an automatic phone drop.

2. Answer clearly.

Clarity is one way to have a nice conversation on the phone as it reflects the effectiveness of the communication. You really don't want to speak with someone whom you can't understand a single word he is saying, do you? Speaking on the phone is a virtual face to face conversation and that requires clarity of what you are saying.

3. Avoid eating or drinking.

This is important as this reflects the kind of person you are in dealing with your peers or customers over the phone. This is a professionalism that is beyond the attitude we should show to one another. This may also hinder the clarity and your focus in speaking with one another.

4. Smile.

Take time to smile in answering the call as it resonates with your mood and the other person could see you smile. Yes, the other person could tell that you are smiling based on your tone. Smile for you will receive good news!

5. Focus.

The important factor to have an effective communication is "focus". Attend fully on the conversation itself as information may be as important as it might be for your career or for yourself. You don't want your colleague to repeat whatever he is saying because you don't get it the first or the second time.

Making calls:

1. Introduce yourself properly.

Self-introduction is building rapport with the person on the other line. Getting their attention to listen to you could make a pitch toward a successful conversation. When you are calling to someone you don't know personally, it is a good idea to tell him your name and the company you are working from and from then, you could tell your intention of calling. As a call receiver, I don't want to speak to someone who blurbs about a lot of things when in the first place I don't even know his name!

2. Be polite.

There's no way a person could talk to someone who is rude unless you want the person hung up on your face!

4. Avoid beating around the bush.

Be direct to the point as telephone conversation requires a short period of time. Nobody wants to speak long hours over the phone.

5. Be the last one to hung up.

This is a polite way to end a conversation, for someone who initiates the call.

We are fortunate to live in a world where different media of communication are available for us. Let us consider using them to get its optimum purpose without compromising our professionalism and relationship with our peers. 

Keep ringing and answering!