TELEPHONE CALL ANSWER TIPS

PHONE CALL ANSWER 

YOU CANNOT JUDGE A BOOK, BY ITS COVER. 
They always say that. 

DO WE NOT MAKE judgements by the tone,speed and manner in which each phone call is answered?

Each phone call answered has its own peculiar telephone speaking voice, tone and manner.

EVERYBODY forms opinions and make judgements about us answering calls. Just like an opinion is formed within the first 60 seconds of two people meeting each other, judgement about us are immediately based on the way we sound on the telephone. They cannot see us. They form an opinion of who we are by what we say, how we say it, the tone of our voice and that "smell"of confidence and authority.

In fact the message we communicate over the telephone is based on two qualities; (1) "What" we say (verbal content) and (2) "How" (tone)we say it. Several studies have indicated that as much as 87% of the opinions people form about us, when speaking to us on the telephone, are based on the tone of our voice. Only 13% is based on the actual words we use. We too do this.

People can "hear" and "see" our personality and mannerisms through the tone of our voice. We live in a world of answering machines and "voice mail" and the phone in our palms all the time. We carry a phone with us to and from work, into the gym and restaurants, and wherever we may be. This is now even more true with housewives; working men and women and literally anyone and everyone. 

How many of us find ourselves playing "telephone tag" with each other. By the time you actually speak with the person you were trying to contact, you've left 2 or 3 messages. In those short message exchanges, the party on the other line has already formed an opinion about you based solely on your speaking voice. In order that people form a good image about you here are some tips which can help your spoken image.

Tips when "Answering" the telephone call

1. Answer the telephone by the third ring - Answer the telephone or make sure your answering machine picks up the telephone by the third or fourth ring. Do not let the telephone ring and ring. Many of us hate waiting and waiting or  "hate" speaking into these answering machines, and also hate not having the option of leaving a message.

2. Make sure your greeting is professional - Make sure your greeting is short but very professional. Write down and practice your greeting several times before you actually record your greeting. Play it back and listen to your own speaking voice. Is your message too fast? Is it too slow? Make sure your greeting sounds professional and clear. Give the caller clear instructions what to do when leaving their message.

3. Be prepared before you answer the telephone - Have paper and pencil ready when you answer your telephone. Be prepared to be an "active" listener and take notes when someone calls. Especially enough to write down the person's name who has called so you can use their name during your conversation with them. People "love" to hear their name.

4. Be an "active" listener - Take notes as you speak. Let the people know you are taking notes and this will signal them not to speak too fast. Ask for the correct spelling of their name. Don't assume their name is spelled the same as others and other details as required. ALL IN WRITTEN FORM.  

5. Return telephone calls promptly! - To me, this is the most professional telephone habit people should possess. Be that person who DOES return telephone calls. Many people DO NOT return telephone calls! There are people and there are businesses and companies who DO NOT return telephone calls. Always try and return telephone calls regardless of where you are.
Be prompt in returning calls.

6. Check Your Messages Frequently - Check your messages several times a day. People may be looking to contact you quickly. Your quickest turn around, reply will always be appreciated.