“Include the objective, attendee names, location, start and end times, the list of topics to be covered, and outcomes or actions desired. In advance, set a clear agenda and distribute it to participants, Price suggests. Prepare for the meeting and rehearse your opening remarks. Here are 12 tips for optimizing meetings over the phone: For example, the repetitive use of filler words and phrases including “um,” “uh,” “er,” “like,” “sort of,” “you know.” Other habits that jeopardize speech clarity and credibility are talking too fast, talking too much, interrupting, failing to listen attentively, and not properly preparing for the call.īut the good news is, it only takes a few simple techniques to turn a potentially bad telephone call into a productive meeting with tangible results and measurable outcomes. Not only are you likely to miss critical points in the conversation, the listeners can hear awkward pauses and a tone of distraction in your voice.”Īnother big blunder: The use of discrediting speech. “Since listeners cannot see you, it’s tempting to covertly catch up on other tasks while attempting to carry on a telephone meeting. Multitasking is another common mistake, she says. Over the phone, your voice-more than any other element-conveys your emotional attitude toward the caller, so it’s critically important to send the right message through your voice.” “A voice tone that is monotone, impolite, distracted, or unprofessional in any way sends an immediate negative message. Price says that in business, the most common mistake when talking on the phone relates to voice tone. In Pictures: 12 Tips For Better Telephone Meetings Unless you speak up with impact, others will not know the value you bring to the table. “Ralph Waldo Emerson said ‘Speech is power.’ With your speech, you are able influence others for the good, whether it’s to hire you, fund your project, buy your product, adopt your proposal, approve your budget, or support your cause.” These opportunities to speak with power are happening more and more over the phone. Because they cannot see you over the telephone, the impact of your voice conveys the crux of your message and creates a lasting impression with them.”įinally-and perhaps most importantly-speaking with impact over the phone often leads to career advancement, she says. “Regardless of how smart, experienced, or well-educated you may be, callers form critical opinions based primarily on the combination of your words and voice tone: What you say and how you say it. “The first 10 to 15 seconds of that phone call can make or break your chances of getting the outcome you desire,” she says. A telephone call is often the first encounter between two people, especially in job interviews and sales. Also, more and more job interviews and business meetings are conducted by phone because it’s easier, faster, and cheaper for everyone involved.”Īnother reason: You never get a second chance to make a great first impression. “If you’re not already presenting regularly over the phone, there’s a good chance you will eventually have to as you rise through the ranks. “If you’re a business professional, this is imperative for several reasons,” Price says.
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But it’s still necessary in most lines of work-and employees need to know how to speak with impact on the phone.
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