One of the things that most impacts people’s productivity is not being able to focus on completing one task at a time and telephone calls both making and receiving them, are one of the greatest disruptions to the flow of the day and to our ability to concentrate. By managing how and when we make and receive calls we can not only make better use of our time but make a better impression on the person at the other end of the line, too.
The phone is a tool for your convenience. We have all had the experience when someone is clearly busy, distracted, frustrated or in a rush answers the call – it puts both people in an uncomfortable position and it would have been fairer for them to allow us to leave a message and to respond at a more convenient time.
Answer the call by introducing yourself clearly. We all have had the phone call where we couldn’t understand the other person on the call so lets now allow that to be one of us.
If you decide to answer the call do your caller the courtesy of paying attention. Disinterest or lack of attention can very easily be heard in your voice – as can the typing that you continue to do while making all of the right ‘aha’ sounds. Stop what you are doing and pay attention, or tell the caller you’ll call back later it’s not a convenient time.
SMILE: It is a proven fact that a smile can be “heard” on the other end of the phone. Your callers will appreciate your friendly approach.
Always end your call by thanking your caller for calling and/or their time.
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