Beruflich Dokumente
Kultur Dokumente
Provide helpful hints and proven techniques Part of doing business means doing business over the phone Phone is an important instrument in daily business
Alertness Show that you are wide-awake, ready to engage in a conversation Pleasantness Put a smile in your voice Naturalness Use, simple, straightforward lang.; avoid technical terms/slang Distinctiveness Speaks directly into the phone; Use a normal tone of voice, the louder you are, the louder everyone else becomes Expressiveness Talk at a moderate rate and volume, but vary your voice tone
Donts
Frown Mutter Sound Tired Speak in a Shrill Voice Speak Negatively Ramble
Dos
Smile (they really can hear it!) Speak Clearly and Concisely Be Enthusiastic Lower the Pitch of your Voice Talk in a Positive Mood Listen/Discuss
Mental P.I.C.T.U.R.E.
P itch
High or low? Low carries better and is also more pleasant Use voice to express ideas or moods Dont talk in a monotone The voice naturally rises on a questions or inquiry Voices fall at a period, decision or completion
I nflection
Mental P.I.C.T.U.R.E.
C ourtesy
Common, everyday applies the same as face-to-face conversation Many times it is not what you say, but how you say it Voice should reflect sincerity, pleasantness, confidence, and interest
T one
Mental P.I.C.T.U.R.E.
U nderstanding
Avoid talking with anything in your mouth (gum, pencil) Rate of speech should be adapted to personality of contact Fast talkers can arouse suspicion Slow talkers can be irritating Clear enunciation will help avoid misunderstanding and need to repeat yourself
R ate
E nunciate
Cant talk and listen at the same time A pause doesnt always mean the individual is finished speaking Focus on the conversation. Practice shutting out outside distractions and personal concerns
Dont Interrupt
Concentrate
Take Notes
Helps you remember important points Get the whole picture, not isolated bits and pieces An occasional, Yes, I see, etc. shows that your listening. However, dont overuse them
Interjections
Try to answer the phone on the SECOND ring Answer with a friendly greeting Smile - it shows, even through the phone Ask the caller their name, even if their name is not necessary for the call, and use it! Keep the phone two-finger widths from your mouth
Would you holding while I get your file? Can you hold briefly while I see if Mr. Jones is available?
Transferring a Caller
Always transfer the caller to the desired persons extension, not to the operator
Limits number of transfers Saves the caller time from explaining issue again
Tell the caller who you are transferring them to Announce the caller to the person you are transferring
Callers name and company name (if applicable) Time and Date of call What the call is regarding (if possible) If a follow up or return call is needed Phone number (office or home)
Your name and company name Time and Date of call What the call is regarding (brief) If a follow up or return call is needed Phone number (office or home) speak SLOWLY even repeat the phone number include area code
Last Impressions
Make sure you answered all the callers questions Always end with e pleasantry:
Have a nice day It was nice speaking with you
Dont give more than your first name Dont get personal, even if they do Be prepared for rejection just apologize for bothering them and graciously get off the phone If you need help get a supervisor Your Phone Message Greeting make it professional