Seven Tips to Sound Your Best When You Answer the Phone!
You only get one chance to make a first impression. If you’re anxiously waiting for a callback for jobs you have applied for, take the time to practice your phone etiquette skills with these tips.
1 - Always Introduce yourself.
Don’t just answer, “Hello?” and sound confused off the bat. A clear, “Hi, this is [your full name]” gives you a more professional impression.
2 - Enunciate and speak at an appropriate volume.
You want the person on the other end of the line to understand what you’re saying, so be sure to speak clearly and at the right volume. While you don’t want to shout, you also don’t want to speak so quietly that they can’t hear you.
3 - Consider background noise
If you’re driving at the time, running errands, or otherwise unable to give your full attention to the call, you might try using speaker phone; however, keep in mind that the listener can hear background noise - whether your turn signal, the customers in the background, or your kids as you drop them off at school. If it’s significantly noisy, let your listener know that they caught you in the middle of another task. For lengthier calls, ask to reschedule at a better time.
4 - Create a clear voicemail message
Make sure the voicemail message that the caller hears on your phone is clear and professional! If you don’t know what your voicemail says, it’s time to update it.
5 - Pick a role model
Whether it’s a family member, friend, or coworker, think of someone who has an amazing presence on the phone. What about their style stands out to you? Is it a certain turn of phrase they use, the cadence of their voice, or the way they listen clearly and wait to take their turn? Take some tips from who’s doing an amazing job already.
6 - Grab a notepad and pen in advance
If you and the caller exchange key information, like talking about duties and responsibilities of the job or scheduling an interview date, you’ll want to write it down. Rather than asking your caller to wait as you fumble around your desk and ending up writing on the back of your snack bar, make sure you have writing materials ready and on hand.
7 - Listen actively and clarify
If you mishear something on the phone or aren’t 100% clear on the details of your conversation, ask for clarification. You could repeat back - “If I’m understanding correctly, then…” or “I’m sorry, I didn’t catch that; could you repeat [part of the conversation you missed]?” It’s better to be clear up front than let your confusion snowball and embarrass you later.
References
Indeed Editorial Team. (2022, December 2). Phone etiquette guide: 11 rules for professional phone calls. Indeed. https://ca.indeed.com/career-advice/career-development/phone-etiquette
Schwartz, N. (2021, March 25). The do’s and don’ts of business phone etiquette. Map Communications. https://www.mapcommunications.com/blog/business-phone-etiquette/
