Business Etiquettes & Communication: How to Make a Better Impression on the Telephone

Welcome Message

With the expansion of the global marketplace more and more organizations are conducting business across cultures. This has brought about a need for the increase in awareness about business etiquette that exists in various cultures especially the west. Lets Talk Business Communication & Etiquettes Blos focuses on presenting oneself with finesse and making others comfortable in a business setting. This Blog is an effort by Lets Talk institute, Mumbai, http://www.letstalk.co.in targeted at young professionals who are just entering a business environment.

How to Make a Better Impression on the Telephone

No matter who you are or what you do, your voice reveals a lot about you. Studies have shown that your vocal qualities account for a vast majority of a person’s impression of you on the telephone. To have a more likeable and confident telephone voice, follow any or all of these five quick tips.

STEPS

1. Look at a photo of something that inspires you to remain consistently positive and upbeat.

2. Smile - When we smile our voices naturally become warmer, brighter and friendlier. (Some sales and customer service professionals even put a mirror in front of them while they work to check their attitude.)

3. Stand Up - On an important telephone call or even when you record your voice mail, stand up. This will generate energy in your body and your voice. (If circumstances make it difficult for you to stand, sit alert with your back erect, feet on the floor and buttocks towards the front of your chair.)

4. Script It – Scripting your introductory calls and incoming or outgoing messages can make you sound more articulate and self assured.

5. Speak slower – In today’s global environment most people do not share the same native tongue. Especially if you are communicating with someone that may be fluent in a language or from a background different than your own, slow down and enunciate clearly. This will give your listener time to absorb what you are saying and in some cases adjust to your accent or translate your words back to their first language for improved comprehension.

6. Use The Callers Name, This gives a personal touch, it shows that you listen to the caller. Write down their name at the start of the conversation(if they give their name) and use it.

TIPS

Taking a few minutes to write a simple script, practicing it while smiling and standing up, and then recording it while looking at your favorite picture or screensaver, will work wonders to create a better impression and leave people with a positive experience of who you are.

To have fun with this you can even play your favorite instrumental music in the background of your voicemail.

We all prefer to interact with people we like and relate with. You can authentically share yourself and connect with others by following these simple steps to lift your spirit and your voice. Invest a few minutes to sound better and you will repeatedly reap rewards for your efforts.

WARNINGS

Does your voice mail say something like, “Hi! This is (your name). I’m currently unavailable to answer your call. Please leave your name and number and I’ll return your call as soon as possible. Thanks a lot and have a great day!"? Or does a computerized voice say, “EXT 3709 - leave a message at the tone"? The messages you leave say volumes about you. If they are unfriendly or haphazard, they can leave your listeners with a negative impression.

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