Telephone can transmit information and improve work efficiency. However, only by learning and observing the etiquette of using the telephone in daily work and using the telephone in a civilized way can we improve our "telephone image" and make telephone communication more effective.
Time and space selection of call
Choosing a suitable time is the premise of a successful and pleasant telephone communication. Work-related calls should be made during working hours, and it is best to call the landline of the other party's office. But not all working hours are suitable for making phone calls. If there is nothing particularly urgent, it is best to avoid half an hour before going to work. Because when you call at this time, the other party is often anxious to get off work, and it is likely that you will not get a satisfactory answer. In particular, calls that need to be answered by the other party after an inquiry, or calls involving important issues, are best made at work in the morning. At this time, people have the clearest mind and the highest efficiency. In addition, Monday morning is usually the time for all departments to hold regular work meetings to make a week's work plan, and Friday afternoon is used by many people to sort out the week's work. These two time periods are also not suitable for making phone calls.
You must also pay attention to the location of the telephone. Work calls should generally be made in the office, but attention should be paid to avoiding places where people are noisy and easily disturbed. In addition, because many companies use a telephone line for several employees, if it is a long-distance call, try to choose a line with fewer extensions. Otherwise, too long busy time will affect other colleagues' use of the phone.
The attitude of calling.
Although you can't see the other person on the phone, your voice, attitude towards the other person and conciseness in using language will be conveyed to the other person by phone. Even in a lazy posture, the other person can "hear" it. If you bend over and sit in a chair while talking on the phone, the other party will be lazy and listless when listening to your voice; If you sit up straight and keep your body straight, your voice will be sweet and full of energy.
When answering the phone, pay attention to keep the volume moderate, the tone kind, the words clear and the words appropriate. Wen Ya's voice should be polite and expressed in a sincere tone. Keep a proper distance between your mouth and the microphone, and control the volume appropriately, so as not to hear clearly, resulting in misunderstanding, or make the other party misunderstand as overbearing because of the loud voice.
When in a meeting or talking with colleagues, you should set your mobile phone to "vibration" state; When you need to answer the phone in conversation, you should say "I'm sorry, I'll take a phone call" to the speaker before answering it. At the same time, we should pay attention to choosing a mobile phone according to our age and identity.
When you make a phone call in the office, you generally don't use the hands-free function. Generally speaking, the caller should take the initiative to end the call. When you hang up, don't hang up without a conclusion, and don't hang up suddenly, using too much force.
It is common to dial the wrong number. When you receive a wrong call, you can't say "wrong" and then hang up the phone heavily. You should gently tell the other party: "You have the wrong number, this is XX Company." When you dial the wrong number, you should apologize to the other party.
The content of the call
Before making a phone call, make sure the phone number of the receiver, think about the conversation, and form the main points and outlines of important matters.
The first sentence after the call is connected should be composed of greetings and self-introduction. Such as: "Hello! Excuse me, is this XXX company? I am XX from XX Company. " If the person answering the phone is not the person you are looking for, you should say, "Can you help me find XXX?" When the person you are looking for is not here, you should say, "Can you tell him?" If the content is inconvenient to convey, you can tell the other party the contact number or other contact information; At the end of the call, you should kindly say, "Thank you, goodbye."
Pay attention to the call time when talking. Under normal circumstances, a call time should be controlled within three minutes, which is internationally known as the "three-minute principle". We can learn from the "inverted pyramid" structure of news writing in the process of telephone conversation, that is, the important things are said first, the secondary things are said later, the things that can or cannot be said are said less, the long story is short, and the nonsense is not said.
A person's "telephone image" represents the image of a department or even a company. Creating a perfect "telephone image" is of great significance to personal career development.