In today's business environment, a significant part of our working day is often spent on the telephone. FOB Business Forum*q.m!P"}2Y2?.A*G6~8d o
To make this time most productive, specific telephone techniques can be applied daily.
Each business phone call you make during the day can be thought of as having three stages: By properly handling each of these stages, you will maximize your chances for making a professional,effective presentation.
At the beginning, First, you should introduce yourself immediately so that the person you're speaking with knows who you are. Never simply say, "Hello," and expect that your voice will be recognized. Instead, say something like: "This is Swan, I'm calling in regards to ..."By giving your name and stating the reason for the call, you'll establish a clearly defined beginning to the conversation. At the beginning, you should also establish that the person you're calling has the time to speak with you.If not, offer to call again at a more convenient time. The middle stage of the conversation is the time to deal with the matter at hand. To best address this, be thoroughly prepared before you place the call. Organize your thoughts, perhaps jotting notes to lead you through the conversation and to avoid forgetting any important details. While speaking, be clear about each point, making sure that you have been understood. Don't sum up an important point by saying: "Do you know what I mean?" and assume that you have been understood. Always ask the other person to repeat the conclusion in his or her own words. This is the only way to make certain that you both come away from the conversation with mutual understanding.[
The end of a conversation should be handled professionally to make sure that you have made a good effect during the call, and that all matters discussed have been covered and understood. Never lose awareness of time, allowing the call to stretch out meaninglessly. When all matters to be discussed have been concluded, you can review them. This is especially valuable if you or the person you called has specific tasks that need to be performed as a result of information passed during the call. After all matters have been concluded, you can end the call simply by thanking the person for his or her time, and hanging up after saying: "We'll speak again soon," or "Have a good day." If certain matters need further discussion in a future phone call, set a schedule for the call.And be sure to determine who will call whom.
Leaving Messages:
When leaving messages on voice mail, clearly and briefly state the reason for your call, when you will call back, or when you will be available should the person called want to return your call.