Make Effective Business Phone Calls

To make effective phone calls you need to be prepared ahead. This will save you time and frustration.

Steps

Set aside a specific time to make your phone calls.
Have a calendar and a pencil at hand.
Gather all of your information and supplies before making your calls.
- have the number to call
- the name of the person you need to speak to
- have all of your personal info at hand i.e. - calendar, Full name, Address and Phone number and email to reach you at.
Think about what you need to accomplish with this call and make note of it. It can help to write down your "talking points".
- Make note of any questions you need to ask.
If you feel nervous or uncomfortable, take a moment to visualise the conversation in your mind and take a few deep breaths.
Place the phone call.
- Opening- it includes greeting & self introduction.
- Warming up- "Am I talking with___."
- Giving the message- it includes the purpose of calling.
When you are finished with the call take time to thank the other person and reiterate the important information.
- ie "Thanks___ ___. So I'll bring ___ and ___ to the appointment on _____." Or "Thank you and I'll see you on ____"

Take notes as needed.
Be clear and to the point.
Remember that putting things off only makes it worse. Just get the phone calls done and you'll feel much better. Think, "What's the worst that could happen?".
Be sure to check your calendar to see if you have other commitments.
Make sure to turn off the TV, Music, or other distractions when making professional phone calls. Children, including babies, should be out of the room. Avoid eating, drinking, chewing gum and other background noise.
Write all appointments or things to do immediately.

Avoid "meandering around" and not getting to the point quickly. This will lead to wasted calls, and you won't have the information you need.