In today’s digital age, how Importance of telephonic communication, you know that. However, the ability to effectively communicate over the phone is still a crucial skill that can make or break a business or personal relationship. Whether you’re making a sales call, conducting an interview, or simply catching up with an old friend, having strong telephonic skills can help you convey your message clearly, build trust and many more , and leave a lasting positive impression. In this blog post, we’ll explore 8 key telephonic skills you can develop to become a more effective communicator over the phone.
So let’s start.
Basic Telephonic skills you must have
1) Speak clearly and slowly
If you need to leave a message, speak very slowly and clearly. Repeat each bit of information at least twice, particularly any numbers. Even the most proficient English speakers often take down the wrong numbers.
If you need to mention days of the week, especially Tuesday and Thursday which are very easily confused, then always say the day with the date: ‘Thursday the 16th’, so that there’s a greater chance of being understood.
2) Avoid Being to Direct
In Telephonic communication the other person can not see you facial expressions or your body language, so do not talk to direct, So make an extra effort to be polite and diplomatic. If you use very direct language, you may be in danger of sounding rather rude.
For example “I need the revisions by tomorrow” this sentence talk about the being a direct. Except this You can say “ I was wondering if you could send me the revisions by tomorrow” now this is the sentence perfectly polite and diplomatic.
This telephonic conversation skills enhances your communication in hotel or anywhere in workplace.
3) Give the Reaction to answer in better way
Unless you are using Skype (or equivalent) the other person will not be able to see the reaction on your face, or whether you are agreement or not. You can use for this by using one of the
Following expressions: I see, yes, OK, right or noises such as a-huh and
mmm. Using such expressions also shows your interlocutor that you are still on the phone and are absorbing the information being given to you.
4) Listen actively
Before you start trying to solve a problem, you need to check exactly what problem needs to be solved. For this you need to be listen actively, suppose you are speaking in a Foreign language and because you have difficulties understanding native speakers, you may tend to panic when a native-speaking customer calls.
This panic causes you to act on the first thing that you understand. So it’s very important in telephonic conversation listen first actively.
If you are not confirm about the what the other said you can follow some practices
- Let the customer explain exactly what the problem is – never interrupt to solve the problem before they have finished their explanation.
- At appropriate moments during the customer’s explanation, repeat back what you think you have understood
- At the end of the explanation, make a summary of what you have understood and wait for the customer to confirm that you have understood correctly.
5) Improve pronunciation
Clear pronunciation makes it easier for others to understand what you’re saying, which is especially important in situations such as telephonic communication. Also it help to increase your confidence level so make sure that you speak with clear pronunciation.
Improving pronunciation skills requires consistent practice, attention to detail, and feedback from others, such as a language teacher or tutor. With dedicated practice, you can improve your pronunciation skills and communicate more effectively in the target language.
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6) Show Empathy and Patience
Showing empathy and patience in a telephonic conversation requires active listening, understanding the caller’s perspective, and responding in a compassionate and understanding manner.
For example use empathetic language like Use phrases like “I understand how you feel” or “I can imagine how frustrating this must be for you.” This shows that you are empathetic and that you care about their situation.
Some callers may take longer to explain their concerns or may need more assistance than others. Take the time to listen and be patient with them. Once you have listened to the caller’s concerns, offer solutions or options to help resolve the issue. Make sure to explain the options clearly and provide any necessary information to help them make an informed decision.
By showing empathy and patience in your telephonic conversations, you can build strong relationships with your callers and provide them with the best possible service.
7) Be professional during a Call
Being professional in telephonic conversation is important in order to build trust and maintain positive relationships with clients, customers, or colleagues. Don’t eat anything while going on the call.
8) Take a Notes
If you take notes during the call, you can occasionally repeat back what the other person has said so that you can check your understanding.
Obviously notes will also help you to remember what was said. This will be useful if / when you send your interlocutor an email summarizing the call.
At the end of the call, in order to check that you have not missed anything, make a mini summary of what has been said. This gives your interlocutor An opportunity to clarify any points you have doubt about particular points.
Conclusion
Good telephone skills are about being polite, professional and attentive to the caller’s needs. By above these principles, you can ensure that your telephone conversations are productive and positive for all involved.