Though the rise of emailing has certainly reduced the number of phone calls that business owners need to make on a daily basis, it is still a highly important method of communication. But sometimes, even the best communicators are terrible when it comes to making phone calls. If you are one of those people, then this guide has been written to give you a helping hand, as well as that extra boost of confidence you are looking for.
If you seem always to forget what you want to say while you are on the phone, it can be helpful to jot down a few notes to yourself. This way, you can keep referring back to them. As you are talking, you can tick off the items one by one until you have covered everything that you would like to discuss.
Walk Around and Gesture
If you are speaking on a mobile phone, it really helps to get your brain going if you walk around while you are talking on the phone. Even if you are unable to do this because you are speaking on a landline, it still helps to gesture as if you were having a face-to-face conversation. You should also smile as much as possible as the person at the other end of the phone will be able to hear this in your voice. Ultimately, if you are sat still, you are much less likely to come across well on the phone.
Reply or Return the Call Promptly
People tend to be a lot less patient these days and that means that you may end up losing business. This is why many companies are choosing to invest in a virtual receptionist or a more advanced phone system like the one available from Westview Technologies. If you don’t manage to answer the call, you should return it at your earliest convenience and offer some sort of explanation why you weren’t able to get there.
Practice Active Listening Skills
One of the main issues that people have when they are on the phone is that they try to blurt out all the information they want to say in one go. Rather than doing this, try listening to what the other person has to say first. Remember, people are much less likely to be listening if they are simply waiting for their next opportunity to speak. If you let them get what they want to say out first, they are much more likely to listen to you during your half of the conversation.
Don’t Forget the Small Talk
Depending on whether this is your first time speaking with the client or you have already built up a rapport with them, this will determine how much small talk you want to engage in. But people tend to prefer doing business with people they like, so there is no point getting straight down to business matters. Open with some small talk before making the segue into other issues.