USING THE TELEPHONE EFFECTIVELY

HOW TO USE THE TELEPHONE MORE EFFECTIVELY

- When utilized efficiently, sparingly, and in accordance with a strategy, the
telephone can be quite useful. This list offers some tried-and-true tips for
making your phone the best tool for you!

1. KNOW THE PURPOSE OF YOUR CALL

 The majority of us talk on the phone for far too long. Before you dial,
make sure you know why you're calling. Prior to phoning, write down a
"statement of purpose" and three main points you wish to make on a
scratch pad if it will help. Then "go for it!" as they say.
2. KNOW THE AUDIENCE OF YOUR CALLING
 Unless you're doing "cold calling" for marketing or polling research,
you're probably familiar with the people on the other end of the line.
Consider the requirements of the person or individuals you're phoning.
Then, before making the call, edit your "statement of purpose"
accordingly.
3. START OFF RIGHT!
 Always ask whether it is a suitable moment for the other person to
speak after stating your intention. If not, make a note to call back at a
specified time.
4. USE NAMES WHENEVER POSSIBLE
 At the start of each call, identify yourself. If necessary, spell it out or
pronounce it (for example, I always tell people, "My last name is
Vuocolo; Vuh-co-lo; think "Coca-Cola!"). Early in the chat, establish the
other person's name, and use it frequently during the call!
5. PAY ATTENTION AND BE AWARE OF YOUR TONE
 Pose open-ended, response-oriented inquiries. Give the talk your
complete attention; don't try to perform two or three things at the same
time and expect a productive call. Smile! This makes your voice sound
more approachable. Put off the call until later if you're furious or
worried, unless it's really necessary to do so right now.
6. LISTEN CAREFULLY
 Pay attention to the individual who is being called's first words. By
paying attention during the first few seconds, you can learn a lot. Have
you seen the person eating, arguing, gardening, or having a party?
Depending on what you hear in the background of the call, decide
whether to continue or to call back. It's preferable to phone again at a
later time rather than interrupting - and you'll almost certainly get a
better response!
7. AVOID INITIATING MAJOR BUSINESS, IF POSSIBLE
 If at all feasible, save the most critical business for in-person meetings.
If not, make a smooth transition from the introduction to the call's
purpose. Remember that a ringing phone almost always interrupts the
 person who is being called, so allow them some time to acclimate
before you go all out.
8. AVOID CONFRONTATION
 If you have unpleasant news or a difficult problem to discuss, don't do it
over the phone unless it's your only option.
9. BE ASSERTIVE- NOT AGGRESSIVE!
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