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Tips For Using The Phone More Effectively

by Dan Ruiz

If your job requires you to make calls to clients or to potential customers, there is a good chance that you want to be as effective as possible whenever you are making your calls. Here are some tips for using the phone more effectively so that you can impress clients, get more customers, and generally feel more comfortable talking on the phone.

1. Have the Purpose of the Call in Mind

When you are calling for a business purpose, you need to do everything you can to make sure that you have a plan for what the call is going to be about. This will help you from awkwardly rambling on the call, which can get tedious and make your customers and clients become exasperated and act in a rude manner. Try to have the purpose of the call in mind at all times. This will allow you to stay focused and get the call done as quickly as possible. If you are having trouble staying on task, consider writing down the purpose of each call on a piece of paper or a post-it note before you make the call. Tape the purpose to your computer screen to look at during the call. 

2. Pick Up the Phone Quickly

If you are being called, try to pick it up within three rings. If you let the phone ring too many times, you are going to give the impression that you are too busy to answer questions or other common problems. By doing this, you will be able to help show the customer that you have time for him or her.

3. Give Short Bursts of Information

Whether you are taking a call or sending a call, be sure that you don't talk for too long for any stretch. If you have information to give, give it in short bursts. Try to keep to three sentences maximum for each burst in order to make sure that you do not overwhelm the listener or make it hard for him or her to follow your train of thought. Pause every burst and ask for questions or confirmation that the listener understood what you were saying.

For more information, talk to a company that specializes in phone systems, such as a Spectralink phone system. They might have built-in monitoring of calls and built-in auto-dialing that will allow you to do your job much more effectively than you would have been able to do otherwise. It will keep you on track and focused.