In a business conversation, it is always necessary to make such an impression that you are seen as a professional. And this should be done in the first minutes of the conversation. The image and success of the company depend largely on how communicative the employees are and how well they can talk with potential customers and partners. For efficiency, any employee should know some rules of communication.
What are the rules for communicating by phone?
Firstly, you should carefully monitor your intonation. Since the interlocutor may not see you during the conversation, this does not exclude the factor that he does not hear you. Therefore, try to speak kindly. A smile and a good mood throughout the conversation will contribute to this. The rules of business communication over the phone mean complete control of your emotions.
Secondly, during a conversation you should control your posture. If you fall apart on a chair during a conversation, this can ruin your reputation. If you stand all the time during the conversation, then the speech will take on assertiveness and energy, and this primarily contributes to the fact that it will become too hasty. It is necessary to adapt to a certain pace of conversation.
Thirdly, you need to greet properly. Greeting is one of the most important elements in the rules of communication. In this case, there are subtleties and nuances. For example, instead of “Hello,” it’s better to say “Good afternoon.” This expression is much easier to pronounce. Yes, and for perception it is much easier. In no case can you answer calls with the words “Hello” and “Yes”. First of all, you should provide information about the company, and then about the position you occupy.
It is always necessary to introduce oneself correctly. First, the one who calls is introduced. Not to name and job title is possible only when the right person is not in place. In the event that you are dialing someone's phone number, then after you introduce yourself, find out about the availability of time. Only then should we talk about the purpose of the call.
The rules of communication also imply that you should not keep waiting. The maximum time it takes to pick up the phone reaches about six beeps. After that, you can stop calling. It is necessary to answer after about the third beep. This will save the time of the caller. But rushing to the phone is not worth it, otherwise they will think that you are messing around at work.
Do not forget that the duration of calls should be approximately five minutes. Lyrical digressions do not provide for communication rules. In addition, it takes too much time. Do not be silent for a long time, because pauses in a business conversation are not needed. They only do what makes them nervous. And if you were silent for about a minute, this will be a significant minus for your reputation.
In addition, a business call must be prepared in advance. Do not make unnecessary calls to anyone just to clarify the information you are interested in. All questions and details should be discussed immediately during the first conversation. To avoid this problem, you can create a special list with questions. It is always worth answering the questions in detail. Short answers will not be able to maintain your reputation at the proper level and will not show your competence in the matter under discussion.
Golden rules of communication were invented just for such cases. If you are guided by them, then your rating as a responsible employee will be high.