Quick Tips for Effective Telephone Communications

Here's a few quick tips for effective telephone communications.

Voice Mail

A voice mail message should follow this format:

Name, Company name, interest statement, close say number, repeat number

Remember:

Always use your first and last names

Use area codes

Message should be brief

Message should give reason to call back

Make message an opportunity for a 30 second commercial

Effectively Reach a Decision Maker

Getting Voice Mail

Give people a reason to call back

Screener

Develop a relationship with screener

Use screener to qualify prospect

Remember: Screener many have decision power

Time of Day

Always easiest to reach either early in morning or late in the day

Avoid Phone Spam

Don't leave constant voice mail messages that aren't returned

Don't call more than once a week (unless otherwise requested)

Do be respectful and polite, regardless of reception by decision makers or screeners

Listening

Learn to Listen

Be aware of listening patterns

Listen actively

Listen objectively

Don't be afraid of silence

Rely less on non-verbal cues

Over 1/2 of all communication skills are non-verbal

Asks Questions to Generate Information and Shift the Conversation

Generates Information

Open ended Questions 

Can be used for general information or specifics

Open ended Questions start with these words: Who, what, where, why, when, which, how

Close-ended Questions

Can be used to verify

Closed-ended Questions may start with: Is, Are, May, Can, Do, Would, Could, Should

Controls the conversation

Begin with the end in mind

Create a prepared sequence of questions

Have alternate questions ready

Conversations can go in many directions

Asking Questions Will:

Allow people to talk to you

Create engaged individuals

Give them the opportunity to "buy into" your conversation