Interior Arrangements | 10 Effective Ways to Make a Fabulous Phone Impression

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10 Effective Ways to Make a Fabulous Phone Impression

In the late 1970's, when he thought up the idea of Voicemail, inventor Gordon Matthews probably never imagined that almost three decades later, people would be using, misusing and sometimes abusing his office invention.

Using the telephone to build relationships can happen even on a voicemail message....we make judgments about people based on the way we sound on the phone. Because they can't see us, people will form opinions not only on 'what' we say, but 'how' we say it. They can hear our personality and mannerisms through the tone of our voice!

Paying attention to something as simple as your phone message strategies projects your credibility and professionalism every time you have the opportunity to communicate. Interested in learning how to leave phenomenal phone impressions?

Tip #1: The Right Answer

1. Answer the telephone by the third ring or make certain your answering machine/service picks up by the third ring....as most of us like the option of leaving a message.

2. Be prepared! Always have pen and paper nearby and be prepared to be an 'active listener'. Write down the caller's name so you can use it during the conversation.

3. Take notes so you remember important comments or questions.. Get the correct spelling of their name...don't assume, as it may be unique. For instance, Dixon can be spelled Dickson or Dixson.

4. Return calls promptly...within 3-4 hours if possible. Even if you cannot have a lengthy conversation at that time, inform them that you got their call and then set a time to talk later.

5. Check your messages frequently... it may be business OR the media!

6. Lastly, read the instruction book that came with your answering machine or service....know the simple commands for forwarding, rewinding and deleting calls. You say you don't know where it is? That's where you google your phone model and in most cases will find the manual AND some very useful tips!

Tip #2: A Clear Message

7. Slow down and speak clearly when leaving a message. Have you ever had to listen and re-listen to phones messages to get the phone number?

8. A simple strategy is to write down your own number when you are leaving it in the message...it helps you pace yourself speak more slowly. Or pause and take a breath between numbers...for instance "area code 303...674...8667".

9. Another great idea (and what I do) is repeat the number. Say it at the beginning of the message after introducing yourself and then again at the end of the message...repeat both your name and phone number.

10. If you have an unusual name...pronounce it clearly and spell it when you leave the message.

Let them know when would be a good time(s) to call you back...date, time and best number to call.

Always sound professional whether answering the phone or leaving a message. Make sure your surroundings are quiet, you don't sound rushed or preoccupied AND that you aren't multi-tasking and eating lunch at the same time you are returning or leaving messages!

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