If you're conducting much of your business on the phone, it's imperative that you know how to make a good impression through your conversational skills. For this reason it is necessary that you learn to have a professional attitude on the phone. The following steps may help you to do this.
Steps
Step 1. Make sure you are ready to answer the phone by having some paper and a working pen handy for taking notes
Your interlocutor should not be forced to repeat information just because you are not ready to take note of some details that he gave you at the beginning of the conversation, such as his name and that of the company he works for.
Step 2. Practice saying hello until you can do it naturally and professionally
Make sure you don't do this in a long-winded and artificial way. You may want to record your voice and listen to yourself again, to make sure you are satisfied with the impression you give.
Step 3. Before making the call, write a quick outline of what you mean, including the direction in which you wish to lead the conversation
This will help you communicate professionally on the phone and keep you on track so you can be sure you are saying everything you have decided to communicate. Write your note as a bulleted list, not as a long document that would be difficult to refer to during the conversation.
Step 4. Avoid using an unpleasant and impersonal telephone salesman tone of voice
If you work in the sales field, a rumor like this would be counterproductive.
Step 5. During the call, use a relaxed and friendly tone of voice
As you speak, try to smile - this will liven up your voice, even if you don't feel very bright.
Step 6. Match your tone of voice with that of the customer or prospect you are talking to
For example, if the customer speaks in a slow, orderly manner, a good technique would be to do the same. This will create a sense of camaraderie and the client will feel more relaxed while talking to you.
Step 7. Don't use words you are unfamiliar with in an attempt to sound smarter
This could backfire if you find it hard to pronounce the words. It is best that you limit yourself to the vocabulary you are comfortable with; Be sure, though, to articulate the words clearly. If you want to improve your vocabulary, do it in a less formal situation, where you can afford to make some mistakes.
Step 8. Avoid interrupting the other party
If you need to interrupt the conversation or say something relevant, find a pause that you can gracefully insert yourself into, after giving the other person enough time to talk.
Step 9. While on the phone, avoid getting distracted
If you want to keep a professional attitude, close the email page and shut down Facebook. You need to appear focused and fully involved in the conversation, without having to ask the other person to repeat what they just said or respond by saying "yes" or "uh-uh" in the hope that they will say something that will bring you back into the conversation. When a person is not listened to, he notices it.
