Whether using the telephone for business or personal use, using this
communication tool effectively means being timely, communicating clearly and
having the other person’s interest in mind.
1 – Plan and schedule your telephone calls so that you can allow time for
off-track discussions. If you plan a 10:30am telephone call “schedule” it
like you might schedule a face to face meeting: a little extra time,
particularly for those you know like to talk!
2 – At the beginning of your call, mention you know you can cover the points
needed within time enough for you to make your next appointment, at a stated
time. Then as you want to wind up the conversation you can backtrack to
restate the appointment you mentioned. Or, you may find that someone will
remind you, “Oh, you have to get on to that appointment, right?”
3 – Maybe you prefer to wait until you are into the conversation before
needing to ask for an exit. As you near time to say goodbye and find it
difficult to end, try saying, "Oh my gosh, I have a long distance call I
need to take. Can you hold while I take it?" Your customer or friend will
likely say the conversation can pick up later. And, once again, it is the
other person who ends the call.
4 – If you have to leave a voice mail, certain elements are important to
include: your name, when you are calling, a brief message about your
purpose, and a telephone number to return the call to you. If you work in a
staffed office and there’s another extension of someone as an alternate
contact, leave his or her name and extension as well. This last point is
being considerate of the other person’s time.
5 – When leaving a voice mail make it easy for the person who is taking and
likely writing down this information. First, you can say the number slowly
by area code, exchange and last digits. For example, say it just as you
might write it in the United States: 777-555-1234. Alternately, or even in
addition to the divided method, you can repeat your telephone number a
second time. Or, you can combine both methods!
6 – Your outgoing message (om) is as important to etiquette as the message
you leave when you are the caller. For business protocol it’s wise to
identify yourself by name. At home, if you want more security, you may want
to just state, “You have reached, 777-555-1234.” In either environment,
state for the caller to leave their name, telephone number and a brief
message. If you include the date, “Monday, February 21st,” in your om, be
certain you change it everyday. If you ever have anyone run out of time with
leaving his or her message, you may also want to include, “and there is a 30
second (or whatever time) for your brief message.”
7 – The cliché that “time is money,” is particularly true for the working
person. That we all have the same amount of time is true for everyone.
Return your telephone calls on a timely basis, within 24 hours is
professional and considerate in either a business or personal setting.
Try one of these tips next time you find yourself wanting to be in charge of
the telephone.
Copyright© Patricia Weber,
http://www.prostrategies.com.
Pat Weber is a coach, certified telelcass leader, and corporate trainer.
With her incisive, effective communication skills, her services can help you
to accelerate professional and personal results you want, by helping you
increase your choices and build your self-confidence. With personal
coaching, a teleclass, an online email course or on-site workshop, get what
you want, more easily and more often. Visit her website at
http://www.prostrategies.com. Contact her for a free coaching session.
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