Conducting business over the phone can be an art of its own. Sure, anyone can pick up the phone and call a customer, but it is not as easy to master as one may think. Because there are no facial cues, using the phone in business requires a certain tact and finesse. So, it is always best to err on the side of caution and follow business phone etiquette. Here are a few tips to get you started:
Be Prepared
Before speaking with someone over the phone, it is important to do your research. Make sure to have a pen and paper handy, as well as any other relevant documents, figures, or info.
Identify Yourself & Others
At the beginning of every call, identify yourself with your full name. When relevant, also include your title and business affiliation. If multiple people are on the call, be transparent and identify those individuals listening in.
Pick Your Surroundings Carefully
When making phone calls, make sure you find a location with limited background noise. If you do not have an office with a door that shuts, consider moving to a conference room if your area in the office is noisy.
Volume Matters
Whether you tend to speak softly or loudly, it’s important to keep the volume you’re speaking at during business calls in mind to ensure you are heard clearly.
Be Concise
Nowadays, people are busier than ever. When making calls, be as concise as possible and get to the point quickly. Avoid rambling. If you need to leave a voicemail, limit yourself to the most important aspects, like name, business affiliation, contact number and the reason why you are calling.
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