Monday, December 16, 2013

Phone hints

Speak with enthusiasm and communicate in a clear voice. Do not talk fast or as if you're reading a script, even if you are reading. During telephone conversations our voices takes on a greater significance since only a part of the message is conveyed with words. The remainder is carried by vocal qualities and it's especially important to have a note of sincerity.

Voice volume makes it easy or difficult for others to hear us. Nervousness can be reflected through lower volume and hesitation. Hold the hand set near your mouth or you won't sound loud enough but not too close to pick up the sound of breathing. Avoid a monotonous tone of voice by varying the delivery of words and sentences.

For example, emphasize our qualifications by saying confidently, "We have the experience, education and equipment to do the job right." Some callers may equate confidence with competence. Conversely, too much confidence may come across as being arrogant, egotistical or unrealistic. To reduce the likelihood of this happening, temper self-confidence with enthusiasm.

Enthusiasm is a quality communicated through our voice. A good method of relaying this quality is to smile as we speak on the phone. A smile can be "felt" and adds a pleasant, friendly quality to voice patterns. Elizabeth Bane put a little heart-shaped mirror at each of our phone stations in 1978 so the operators could see their own smile as they talked.

Speed in the rate of speech can interfere with effective communication. If we talk too fast, pronunciation and enunciation will suffer. If we talk too slow the caller may lose interest. When hiring someone to answer the phone, make sure you can understand them when they speak. Three things make us successful in our phone procedures. They are "Practice!" "Practice!" "Practice!"