There were times where talking to people and conveying important messages over the phone were not that comforting; We preferred to talk in person not just for the comfort of human interaction but to cherish and understand the expressions and reactions on the faces of receivers.
With increasing dominance of technology upon our societies and industries, we started running in the rat-race a long ago, do more in less time, manage more in less comfort, achieve more in less resources, generate more in less manpower, save time go online, buy product sitting at home, order food online 24/7, ironically date people without meeting them.
There is nothing wrong and unpleasant about development and improvisation in the ever-rising competitive world. However, what hasn’t got updated much is the system of doing these everyday interactions. Everyone is too busy to be right that people often forget to clean up and improvise the system of human interaction. We have a protocol for almost everything whether we understand it or not, as a result, we created the name for this system: Telephonic Etiquette
In this system, we are told at times taught what phrases to be used and what not to be. Which way you are making a professional stance and which way you appear more casual. Notwithstanding the telephonic etiquette training module, what we are not taught often is to bring the human touch. Yes, that’s what I often encounter in most of the telephonic conversation taking place in professional settings.
When we were kids, we were scolded by our parents and elders for not being considerate to others on numerous occasions as there were no formal training on How to Talk To Others. Telephonic conversation is no different than the awkward interaction with your relatives on distinctive family functions. As a matter of great importance, We need to learn not just the phrases that are important in the beginning and running the conversation ahead but also the factors that are responsible for smooth and meaningful conversation.
If you agree with me then go ahead and read the entire article to know the factors responsible for a smooth transition and moral etiquette to make that happen.
Etiquette for Telephonic Interaction
You can never be too busy to be courteous
With the raging temper and ruthless practices, rudeness is becoming an identity for the virtual interaction. Being a little considerate and Courteous will never take your armor off, rather it makes someone’s day. Rebuking at the unwanted sales calls, speaking badly to follow up calls and using cursing words to the customer care services are ego massage to many. It’s easy to pour your venom out to others over the phone but it seems too difficult to speak pleasant words. Try showing courtesy, it’s a friendly exercise to your brain too.
Master your tone not just your vocabulary
When you are talking over the phone, the only thing that reaches the other side of the phone is your words? wrong, what actually reaches the ear of the receiver is the sound of the words and what reaches their mind is your tone, to be precise your intention. Now, what people generally get mistaken with is the fact that they are not physically present hence, they can’t see the subtlety in the facial expressions and certainly can’t feel the motive of the speaker. surprisingly, your bodily expressions influence your tone as a result, what people hear is words but what they decipher is your sound, The tone.
Take an example of a mother, when one pretends to come clean as nothing is bothering him, but as soon as one speaks a sentence, one hears this- Why are you sounding low? Did something happen to you? Are you well? and so on.
Try incorporating the non-verbal communication particularly intonation while talking over the phone to imply cordial touch to your talk.
How much to talk over the phone
I generally dread personal phone calls when in the office or occupied in an urgent piece of work. People have very little understanding of others time-frames and priorities; at times you are not even asked if you were busy. as soon as you pick up the call they would talk about what they want, what story they have to tell you, what you should think of immediately, without knowing your state of mind. Therefore, in the list of how much I always mention about these factors- First, greet then introduce yourself, and next is to ask if they can talk at the moment and also address the matter of urgency. Well, now starts the actual talk! Make sure to talk about one matter at a time as it drifts away unwanted confusion ahead. For heaven’s sake, do not vomit everything amusing or saddening happened to you in the entire week; Still, if you urge to do so, ask for the person’s availability.
Note- it does not imply to the close relationships.
Don’t flaunt your fluency way too much
we understand you might be an expert of that particular language and we also consider the fact that you have a habit of speaking faster in general but what you really need to understand here is the importance of communication. Why you are talking to someone in the first place if it isn’t to convey the receiver your message. Understanding the fast language over the phones or in the videos are difficult for many reasons, therefore it is utmost required to have controlled pace and moderate volume. If possible, record the next phone call that you are going to make or receive and listen to that; You will experience yourself what I am witting in the text.
Now as you know the must-have etiquette for making a pleasant phone call, I am going to pin down further the factors responsible for the smooth transition over the phone.
Factors responsible for the smooth transition:
- Gather a little bit of information about the person you are going to talk to in advance so that it doesn’t become an awkward conversation.
- We often feel at loss of the words to share with people when we are uninterested in talking to a particular person per se. Try finding a good reason to make it interesting. You can try asking more of the questions rather than getting bored while answering the unwanted questions.
- Diction of particular words- Record your voice and listen to the audio with the fresh mind. Once, you do that you will realize, some words are difficult to pronounce and are not easy to understand in one go. Try to practice such words until you master the sounds. That way you don’t have to repeat your messages again and again.
- Repeat and ask- If you want your phone call to be short and precise, repeat what you understand and ask what you don’t. Numerous confusion and misunderstanding will be sorted out instantly. Therefore your conversation will have a smooth and unnoticeable transition.
As of now, I leave you with this mindful piece of information, it should be your job to act upon it and share this piece of help to your friends and colleagues.