Tips for a Successful Phone Conversation
After establishing my argument as to why telephone conversation can be much more effective than emailing; I have compiled a list of tips for a successful phone conversation that can encourage a positive outcome for your business, no matter what industry.
Prepare beforehand for a Successful Phone Conversation
Having all the information you have on a particular matter greatly limits the risk that you won’t know the answer questions asked of you; read over any notes and emails you have regarding the matter beforehand. By doing this you will improve your confidence, as well as demonstrating that you are well informed of the situation, and consequently the person you are talking to may be more forthcoming with information.
Keep Your Tone Positive
Your conversation should rely heavily on tone, a positive attitude will lead to a much friendlier conversation. Positive doesn’t mean that you have to smile throughout the conversation, when you are dealing with a difficult conversation this is not always possible; by positive I mean keep your tone confident throughout. Don’t allow your tone to sway into anger or annoyance and most importantly, if the person on the other end of the phone responds negatively, do not replicate their tone, this will ultimately do more damage than good and could harm your chances of rectifying a business relationship.
Stand Up or Take Notes
Expanding on my above point, conversations may become difficult, at times, and this is a huge reason why many avoid telephone conversations. I know from experience that it can be difficult to remain calm in light of someone responding in an angry or aggressive manner, to avoid responding back in the same manner I have found slight distractions can help enormously.
Standing up, while it may look silly, is an excellent way of providing a small distraction from a difficult phone call; I have even known people to stand on one leg to keep their composure on the phone. Taking notes of the conversation is also effective in focusing on something else other than an aggressive tone, by taking notes you also provide yourself with preparation before making your next phone call to that particular client.
Don’t forget to incorporate emails into your phone conversation
End any conversation in which an agreement has been by made by stating you will send an email confirming what has been agreed; by doing this you have evidence that this conversation has indeed taken place should your business relationship go awry.
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