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In today’s fast-paced world, effective communication is essential, especially when it comes to professional interactions. With technology playing a significant role in our lives, being able to talk professionally on the phone is a skill that can greatly contribute to personal and career success. Whether you’re making business calls, conducting interviews, or simply navigating through customer service calls, knowing how to convey your thoughts and present yourself in a professional manner can leave a lasting impression. In this guide, we will explore various techniques and tips to help you master the art of communicating professionally on the phone, allowing you to build strong relationships, leave a positive impression, and achieve your goals in the professional world.
This article was co-written by Patrick Muñoz. Patrick is an internationally recognized voice & speech coach with a focus on public speaking, vocal strength, voice and native, dubbing, acting, and speech therapy. He has worked with clients such as Penelope Cruz, Eva Longoria and Roselyn Sanchez. He was named Los Angeles’ Favorite Native and Voice Trainer by BACKSTAGE, is a voice and speech coach for Disney and Turner classics, and a member of the Voice Coaches Association. & Speech.
This article has been viewed 6,699 times.
Email, online chat, web and social networking are becoming more and more popular, but the phone is still an irreplaceable communication option at work. Have you ever talked to someone on the phone and thought to yourself that he/she is unprofessional? Make sure others don’t think the same about you by reading the article below. This wikiHow teaches you how to handle phone calls professionally.
Steps
Answer the phone
- Caller: “Let me see Ms. Diem”
- Friend: “May I ask what’s your name?”
- Caller: “Kai”
- You: “Where are you calling from?”
- Caller: “Hanoi”
- You: “Which company does Mr. Khai represent?”
- Caller: “No, this is a personal matter.”
- You: “Do you have an appointment with Ms. Diem that you will call?”
- Caller: “No you.”
- You: “Yes, I’ll wait for you to tell Diem.”
Call transfer
- This view strongly influenced the senior manager of the call center, and he placed a small mirror at each operator’s desk to remind him, “What you see is what customers hear!”
Handling difficult calls
Advice
- Do not chew gum or eat while talking on the phone.
- Limit “ah”, “um”, “probably” and meaningless “extra” words in sentences.
- Do not press the mute button; should only be used when additional support from a supervisor or instructor is required.
- Absolutely no swearing/swearing on the phone.
Warning
- Note: not everyone understands the professional communication process. You still have to be polite even if the other person isn’t.
- After handling the situation, remember that the next call is a completely different person. You have to let go of your pent-up emotions with the first caller and pick up the phone as if nothing happened.
- Customer service reps need a 5-10 minute break after handling a difficult call.
This article was co-written by Patrick Muñoz. Patrick is an internationally recognized voice & speech coach with a focus on public speaking, vocal strength, voice and native, dubbing, acting, and speech therapy. He has worked with clients such as Penelope Cruz, Eva Longoria and Roselyn Sanchez. He was named Los Angeles’ Favorite Native and Voice Trainer by BACKSTAGE, is a voice and speech coach for Disney and Turner classics, and a member of the Voice Coaches Association. & Speech.
This article has been viewed 6,699 times.
Email, online chat, web and social networking are becoming more and more popular, but the phone is still an irreplaceable communication option at work. Have you ever talked to someone on the phone and thought to yourself that he/she is unprofessional? Make sure others don’t think the same about you by reading the article below. This wikiHow teaches you how to handle phone calls professionally.
In conclusion, learning how to talk professionally on the phone is an essential skill that contributes to effective communication in both personal and professional settings. By following a few key guidelines, such as speaking clearly and confidently, actively listening, and using professional language and tone, individuals can create a positive impression and build strong relationships over the phone. Additionally, being mindful of etiquette, such as avoiding interruptions and being prompt in responses, can further enhance professionalism during phone conversations. By consistently practicing these techniques, individuals can boost their professional image, strengthen their communication skills, and ultimately achieve greater success in their personal and professional lives. Remember, a professional phone conversation can leave a lasting impression, so it is crucial to approach it with the appropriate etiquette and respect.
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