Phone calls are very important in business transactions. They allow employees and businessmen to communicate with their partners and clients to finalize deals, contracts, negotiations, and other business matters. There are even times when important deals are finalized through phone calls. Awarding of pitches can also be done via phone. It is not just for simple communication. If you have the ability of speaking effectively on the phone, you have very great potential of being persuasive and having things go your way. In short, it can enhance and make your business grow. To learn how to effectively speak on the phone in times of business matters, read on below.
- Use first name. When you see someone from work calling you, answer with your first or given name and accompany it with a professional standard greeting. As much as possible, go to a place where it is quiet before answering the call, especially if there is too much background noise.
- Do not make the caller hold for so long. When another call comes in, people have the tendency to hold the current caller to see who might be calling. That may be fine. However, if you think that you would have to talk to the second caller longer, go back to the first caller and say that you will call again. It is rude to keep callers waiting very long especially if they had to squeeze you in their very hectic schedule. You may never know if you are already wasting their very precious time.
- Have patience. Listen carefully to what your client or customer is saying. Do not interrupt and attempt to answer the query or question even before the client is finished asking. Allow the whole question to be asked first. If you attempt to provide the answer immediately, you might irritate the client because you might be giving the wrong answer after all.
- Make follow-up calls. To establish goodwill and build strong relationships with clients, make follow-up calls. Ask if they already understand the things that bothered them or if they had received the package you have sent to them. This will make them feel your sincere concern.
- Leave precise messages. When the voicemail is on, make sure that the messages you will be leaving are clear and understandable. State your name, the reason why you are calling, and your contact information. Even if the person already has your number, it is still better if you leave it just in case it got lost.
- Ask if timing is good. Before you start with the conversation, ask the receiver if it is a good time to talk. The receiver might be in the middle of doing something. If so, ask when it is best to call again. You would not want the receiver to be distracted while you are speaking anyway.
- Be friendly. Clients also have something important to do. So make sure that you go direct to the point without alienating them. You must still observe your tone. Make sure that you are still being friendly.
- Make business calls only if you can. Accept or make business calls only if you are in the mood. Answering calls if you are too tired may offend the caller.
It is also a basic guideline to be sincere in listening to your clients. Have some interest in what is being said. You can also call them by their first names to give your call a more personal touch.