This article focuses on the importance of maintaining professional etiquette while taking professional calls.
In this fast moving world, we have reached a point of time where we job selection is merely based on the phone conversation. We see an increasing trend with this kind of telephonic interviews. As a part of soft skills, training and practicing, phone skills have taken their way into the curriculum these days. So, acing the phone skills may bring a huge difference in your personal skills.
What makes it more important for students as well as professionals is that, it is an integral part of professional life. So, here are a few tips for you to effectively manage the professional call and give the performance that is expected from you.
Greet those whoever calls you. Greetings from both the sides is a must. This makes the other person feel that you are courteous and considerable.
After greeting, it is our responsibility to introduce ourselves if it is the very first time you are talking to the person on the other end. It is also important to tell the name of the company you are working so that the person can associate to the purpose of the call. It is compulsory if it is a first call. A mere mention of your name,your designation in the company and the company’s name would suffice for the follow up calls.
Tone and voice:
If it is a professional call, one should be very careful with the tone. Universally, it is fair to keep a soft and friendly tone with the customer calls and a humble tone with the executive calls. It is not adviced to have an informal conversation. Always maintain a formal tone.
Choice of words:
Though not everyone is an excellent communicator, one can develop this with practice. A list of such phrases and words are available on the internet and keep practicing with the conversations. All the words used should project a positivity and in no case a negative statement can be used.
Listening forms a major part of phone skills. The other person might have some really valid point which could be lost in the midst of you doing all the talking. So, give a chance to the other person to speak. If you want to interrupt, do it in a polite tone and request the other person to listen to you.
At the end of the call, finish it with a ‘Thank you.’ No matter whether you have benefited out of the call or the other person was benefited, conveying thank you shows that you have good phone skills.
Some other tips include
-Always have a paper to take down important points during a phone call. This is very important while talking to higher officials because asking them to repeat the point is highly not appreciated.
-It is suggested to take the call at the third ring.
-Keep the sentences short and precisely to the point. Don’t drag the call. Time is precious for everyone.
-When you are talking to the professionals, just take care of the language. Figurative expressions and sarcasm should be exercised with a bit of maturity and be careful with each and every word.
Hope these will help you over come the cold feet during professional phone calls.