Telecommunications

Telecommunications

The telephone is a vital business tool. Everyone uses the telephone, but only a few people know how to make sure the caller will want to continue doing business with your company. People are unable to see you or interpret the meaning of such nonverbal cues as gestures, body positioning, and facial expressions. Therefore, communicating clearly over the phone is very important. Your voice and attitude are the tools to enhance your telephone conversations:

Voice- courtesy, audibility, friendliness, pitch, and rate of speech.

Attitude- positive mental abilities, and smile when you talk.

When communicating by telephone, there is a proper etiquette for your telephone conversations. You should:

Identify yourself, office or organization in a few words.
Maintain a cheerful and considerate attitude toward each caller.
Pronounce letters, numbers, and names clearly. Spell out names if they could be misunderstood.
Return calls. If you must leave the telephone during a conversation, tell the caller that you will call back and then follow through.
Say "good-bye" pleasantly and replace the receiver gently. The person making the call should end the conversation.

Voice mail has become an essential office tool, expediting and improving communications in today’s fast-paced business environment. Much like the computer a decade ago, voice mail was met with resistance at first. But, like computers, people were quick to learn that voice processing meant speed, convenience, freedom and productivity. Below are tips for good voice mail etiquette:

Don’t leave unnecessary details about whom you spoke with and why, unless this information in requested.
Include your telephone number.
Don’t be indirect: Give your direct answer first and explanations second for clarity.
Re-record your message if it is unsatisfactory – not concise, not direct, or too long.
Messages should be fewer than eight sentences.
Say only one thought per sentence to prevent rambling.
Be clear about what you want the listener to do, and give the date and time that you expect a reply

Conference calls are a money saving and time efficient way to conduct business. A conference call can help you collaborate, exchange, and present information faster and more effectively with your clients and colleagues. Meetings are a staple of business and when you conduct them more efficiently-like with a conference call-your company will be more productive, more responsive and ultimately, more profitable. Here are some tips to assure that everything goes smoothly with your conference calls:

Be considerate of others, and be on time.
Allow a couple of minutes for informal conversation while participants are joining the call.
Remind participants to identify themselves when speaking.
Inform participants of agenda and objectives.
Involve all participants and allow equal time. Stimulate conversation.
Keep conversation focused.
Summarize decisions and actions.
Schedule next conference call to follow up.