There are times when you have to make an important phone call, maybe to ask someone to meet or market something. If you're not used to talking on the phone, it can be difficult to start a conversation. The key to a successful telephone conversation is to make sure both parties are comfortable so that the discussion can be easy.
Step
Part 1 of 3: Making a Plan
Step 1. Determine what your goal is
Before you pick up the receiver, you need to know what it's for. For example, if you call someone you like, the goal might be to ask them to meet you. In business telephony, the goal is to sell goods or services. Think about what you expect from the conversation.
- Try to keep your goals specific. That will make you more prepared.
- In some cases, the purpose of a telephone conversation may be more general. For example, calling a company to inquire about their services without knowing what you are really interested in. The information you get later helps determine what you need or want.
Step 2. Know who you will be talking to
When calling a specific person you don't know, try to find out their background first. That way, you know roughly what to expect from the conversation. For example, if you want to talk to the CEO of a company, he may be very busy and don't have much time. If you are calling someone who is shy, you may have to do more of the talking.
- For a business phone, visit the website of the company where the person you want to call works. You will find the title and perhaps a biography that will give you a little idea.
- For private calls, ask for the person's information from a friend who also knows him or her.
Step 3. Write down some conversation points
Once you know what you want and who you're going to call, it's a good idea to take some notes. You can write bullet points that make sure your question gets asked. With a list, you never forget something important.
- You may also need to outline the conversation. The outline may need to be adapted to the other person's response, but it's basically a guide if you're nervous.
- Think about how long you will be talking. It's best to assume that the time is not long. So, focus on the important topic you want to cover.
Part 2 of 3: Starting a Conversation
Step 1. Say hello and introduce yourself
First, you'll need to say a greeting, such as "hello" or "hi." Many people today use automatic receivers, but you should still introduce yourself unless the other person on the other end greets you by name. If you're calling someone you know well, simply mentioning the name is sufficient. In other situations, provide more information so the other person can identify you.
- For greetings, you can also use "Good morning", "Good afternoon", or "Good evening".
- On a business phone, also state your company name. For example, “Good morning, I am Anisa Dewi from Mahkota Advertising.”
- For private calls to your crush, you may need to mention where you met him or her. For example, “Hi, this is Mahesa. We met at the gym last week."
- If you are calling a friend of a friend, state the name of that friend. For example, “Hello, this is Lisa. I'm Erik's friend. I think he already said I would call."
- If you call to inquire about a job opening, state where you got the information from. For example, “Hello, my name is Nurani Rahman. I would like to inquire about the job that was advertised in yesterday's paper.”
- If you just want to ask a business for general information, there's no need to name names. You can simply say, "Hi, I'm interested in the storage service you offer."
Step 2. Ask if now is a good time to talk
If you want the telephone conversation to be successful, make sure that the other person is as focused as you are. That's why you need to ask if he has time before starting a conversation. If the answer is yes, please start talking. If the answer is busy or about to leave, find another time.
- If he's not ready to talk when called, set another time before hanging up. You can say, “Can I call you again this afternoon? 3 o'clock, maybe?"
- If he wants to call back, provide a day and time when you can. Say, “I can talk tomorrow morning. Maybe around 10?”
Step 3. Start with the pleasantries
If you're calling to ask or sell something, don't get to the point right away. The other person may soon lose interest. Instead, try starting with an introduction such as small talk about the weather.
- However, don't mince words for too long. The other person may be getting impatient.
- If you know the person you're talking to, say something more personal on a topic that interests them. For example, if he is a football fan, say, "There was a Persebaya match last night, wasn't it?"
- If you don't know him intimately, opt for general pleasantries. For example, “It's been very hot lately. It feels like last year the dry season was not as hot as this.”
Step 4. Discuss the conversation points
Once you and the other person are more comfortable and relaxed, get to the heart of the conversation. Speak succinctly and concisely because you will sound insecure if you are rambling.
- While creating an impression of confidence, make sure you are polite when you ask the other person for something.
- If you talk too long without stopping, the other person may stop paying attention. So take a break and ask for feedback if there's something you need to say.
- Do not eat or chew gum while talking. The sound it makes will give the impression that you are not serious.
Part 3 of 3: Making Settings
Step 1. Find a quiet place
Of course you want the phone call to end well. So, create an environment that is conducive to talking, in a quiet place. Minimize background noise so that you don't have to ask the other person to repeat what he or she is saying or shout for him to hear you.
- The best place to call is an empty room with a closed door. You are guaranteed to be able to speak calmly.
- If you have to call in an open-air office and can hear coworkers' voices, try calling when the office is a bit quiet. For example, during a lunch break or at the end of the day when everyone else has gone home.
- Whenever possible, avoid important phone calls in public places, such as restaurants or shops. Public places are usually full of distractions and too crowded. If you must call when you're outside, find a quiet place, such as an alley outside a restaurant bathroom or an empty hallway at a store.
Step 2. Check the signal
Today, many people use cell phones as their primary phone. If that's the case, make sure your cell phone signal is strong so you can be sure the sound quality will be good. Look for a place that offers a strong signal. If there is no signal, you may need to use a landline.
- The sound quality of landline phones is usually better than that of cell phones. So if it's absolutely essential, use a landline whenever possible, especially if you're going to be calling a hearing-impaired parent.
- If using a cell phone, hold it so that the built-in microphone picks up your voice without difficulty. Important calls should not use a loudspeaker.
Step 3. Make sure you are comfortable
Before you start calling, make sure you are ready to concentrate fully on the conversation. For example, prepare yourself so you don't have to go to the bathroom and provide a drink so you don't have to stand up if you're thirsty. It's a good idea to have a tissue handy just in case you need to sneeze on the phone.
Decide if you are more comfortable talking sitting or standing. If you're nervous, maybe you can calm down by taking a little walk
Tips
- If you're nervous, maybe you need some practice. Have a friend or family member act as the person you're calling.
- If you're calling people privately or in a social capacity, you may want to start by sending a message that says, "Could you take a minute to talk on the phone?" He may be more receptive if he knows you'll be calling.
- Try to create a positive attitude. Even if the person you're talking to can't see, smiling while talking will make your voice sound enthusiastic and positive.
- Pronounce the words correctly. Try to make the other person understand what you are saying without difficulty.
- Pay attention to the speed of your speech. Words that are too fast are sometimes difficult to catch.
