Today, in digital times, many people in their workspace do not prefer phone calls and prefer emails and text messages instead. Many people void business calls maybe because of the formal communication required.
According to many authors, many people avoid phone calls as they fear and do not know what to say and say to their listeners.
Emails and messaging give you the option of cross-checking and editing your words before sending while calling is a real-time experience that cannot be edited or changed once done.
You can make an impression in the first 20 seconds with the right voice tone and words. With the right combination of tone and words, you may get the desired results.
A phone call is a personal way to connect with somebody, and nothing can replace it. Many people still go by the traditional way of calling.
It is vital to know the basic ethics to communicate over the phone. You may make a call to your boss or a lender, or your subordinate. Be careful of the phone ethics.
If you are calling a lender to borrow loans, you may follow different phone ethics. Many people these days borrow loans as these lenders offerfast loans with no guarantor.
Ways to Improve Communication with Your Employees
You should be aware of the ways to make your communication effective. Here are few ways to guide you on how to communicate with your employees in a better way:
The first thing to do before making a business call is to prepare yourself.Get started with your preparation yourself in the following ways:
- Identify your calling reason
If you are aware of your reason to make that call, you will be less nervous and stressed. Collect some information about the person you are about to speak with. Also, prepare yourself and analyze your goal of making the call.
- Make notes of the key points
It is always good to have notes in front while feeling nervous. Make notes of your pointers that you want to discuss on call, and also write down the questions if you have any. Prepare bullet points that will make things easy for you. This will keep your conversation in control.
- Be ready with the supporting information
Before making a call, be connected to the internet on any other deice to surf for any information on the spot.
- Introduce yourself
While making any business or professional call, make sure to introduce yourself to stay confident.
As a part of professional etiquette, always introduce yourself by saying hello and then saying your full name and the company’s name are required.
Hello. My name is Ted, and I’m calling from XYZ Company.
If you do not know the person personally, do not talk too much. It is better to speak less and keep it short. The other person may not be interested in long details. Hence, get right to the point and close the call.
But before getting to the point, exchange pleasantries asking about his/her well being such as “How are you today?” or “How is the day going?”.
- Convey the main reason
Post exchanging pleasantries get to the point and politely state the main reason for your call. For example,
I received your message yesterday. Hence, I called to follow up.
If you focus on explaining the reason, it gives clarity and focuses on your conversation. Also, it brings the other person’s attention to you. Do not rush with your words and speak politely. Avoid using fillers in your conversation such as “um” and “uh”.
- Be an active listener
Whenever on a business call, be an active listener and avoid interrupting in between. Make sure that the conversation is a two-way thing rather than a monologue.
Give the required response time to the other person. Be attentive and also acknowledge the pother person’s thoughts by using verbal nods such as “Uh huh,” “Good,” “That’s right,” “I see,”etc.
- Revise your business phone etiquette
In real life, in any given situation, if you let your anxiety overpower your thoughts, you will not feel confident ever. It is essential to take control of your anxiety and stay confident.
Feeling anxious on your business call may make it hap-hazard. It is advisable to stay calm and relaxed before calling and practising your conversation before calling the person.
Avoid using colloquial language and use professional language instead.
Your tone plays a significant role in conveying the right message. Keep your tone natural, positive and a bit higher will help you to stay regular.
Another important thing while making a call is to seek permission before keeping the call on hold. You can ask in such a way:
Sir/ Madam, is it okay if I put your call on hold for a few seconds?
Never keep the call on hold for more than 30 seconds and remember to check back in 15 seconds. In case of a long hold, thank the other person for waiting and giving his precious time.
In the UK, from a business perspective, an ineffective telephone conversation can directly impact your productivity, time and money.
Sometimes, people may need emergency money now in the UK, so they may end up calling the lender in a personal way.
But it is essential to follow phone etiquette every time to make your call effective.