Content

• To step
• Part 1 of 3: Planning in advance
• Part 2 of 3: Starting a conversation
• Part 3 of 3: Preparing for the telephone conversation
• Tips

It doesn't matter whether you want to book a date or try to sell something professionally. There will always be times when you need to make an important phone call. If you are not used to talking on the phone, making a phone call can be intimidating. The key to a successful phone conversation is making sure that both parties feel comfortable so that you can bring up the topic effortlessly.

To step

Part 1 of 3: Planning in advance

1. Know what you are trying to achieve with the call. Before you even pick up the phone, it is important to know exactly what you are trying to achieve. For example, if you are calling someone you have romantic feelings for, the goal may be to persuade that person to go on a date with you. During a professional conversation, you will likely try to sell goods or services. Ask yourself what you are trying to achieve with the phone call.
   • If possible, it is good to be as specific as possible when setting your goal. This can help prepare you better for the interview.
   • In some cases, your goal will be more general. For example, you can have a professional conversation and ask what services are offered without knowing exactly what you want or what exactly you are interested in. The information you get can help you determine what you want or need.
2. Do some research on the person you will be talking to. When talking to someone you don't know well, it can be helpful to get some background information about him or her. This can help you get a better idea of ​​what to expect from the conversation. For example, when you talk to a company's CEO, they will usually be very busy and will not have much time to talk to you. When you call someone who is very shy, you will likely need to talk most of the time.
   • For a professional conversation you can visit the website of the relevant company. You will probably be able to find the position and maybe even a biography of the employee who will be speaking to you, so that you can get a general impression of who that person is.
   • In a face-to-face conversation, you can request information from a friend who knows the person you are calling before calling.
3. Write down some topics of conversation. Once you know what you want and who you will be talking to, it can feel good to take some notes for during the call. These could be points you want to bring up or questions you shouldn't forget to ask. A list can help you not to overlook anything important.
   • It can also help to make an overview of everything you want to say during the conversation. You will of course have to adapt to the other person's answers, but it can come in handy not to lose the wire while on the phone.
   • Think about how much time you will have for the interview. It is better to assume that you will not have very long so that you focus on the important topics you wish to discuss.

Part 2 of 3: Starting a conversation

1. Greet the other person and introduce yourself. First, you need to greet the person answering, for example with a hi or a hello. Nowadays most people have a caller ID, but you still have to introduce yourself unless the person on the other end of the line greets you with your name. When you call someone who knows you relatively well, your name will usually suffice. In other situations, however, you need to provide a little more information so that the other person can identify you.
   • In terms of greetings, you can also choose something that suits the specific time of day, such as "Good morning", "Good afternoon" or "Good evening".
   • In a professional conversation, you must also state the name of the company you work for. For example, you can say "Good morning, this is Jessica Verburgh from IBM".
   • When you call someone you have romantic feelings for, you can mention where you met. For example, you can say "Hi, this is Mike Daniels. We met in the gym last week. "
   • When you call someone with whom you share a mutual friend, you can include the name of that friend. For example, say "Hello, this is Alicia. I'm a friend of Erik's ... I think he told you I would call. "
   • When you call for a job offer, you must state where you saw the vacancy. For example, say "Hello, my name is Noah Demacker. I'm calling about the vacancy I read in the newspaper yesterday. "
   • When calling a company for general information, you don't necessarily need to include your name. You can just say "Hi, I am interested in your personal items storage services."
2. Ask if it is a good time to talk. If you want to make a successful phone call, it is important that you make sure that the person you are calling is as focused as you are. That's why it's always a good idea to ask if the person has time to talk to you before starting the conversation. Start the conversation when they say they have time to talk. When they say they are busy, suggest another time to call back.
   • If the person you are calling is not ready to talk, record another time before ending the call. You can say "Would it fit if I called back in the afternoon? Maybe around 3 o'clock? ".
   • If the other person wants you to call back, suggest a date and time for when you will be available. For example, say "I'll be available tomorrow morning. Maybe around 10 o'clock? ".
3. Break the ice with a casual chat. When you call someone to ask for something or to sell something, it is sometimes a good idea not to get straight to the point. After all, that can scare the person you are calling. Instead, try to engage in a conversation about light-hearted topics, such as the weather.
   • Don't stretch this talk too long, though. The other person could become impatient.
   • When you know the person calling you, you can personalize the conversation by talking about that person's interests. For example, when you call someone who loves sports, you could say "That was quite a match for Club Brugge last night, wasn't it?".
   • If you don't know the person you're calling, limit the talk to generalities. For example, you can say "It's hot, huh? I don't think it was that bad last summer. "
4. Cut to the chase. Once you feel that the other person is comfortable and relaxed, you can broach the real topic. Tell the person why you are calling. Be as clear and concise as possible because you will sound less confident if you just rattle off a bit.
   • If you want to show confidence, make sure you are polite when you ask the person calling you for something.
   • Talking for too long without stopping can cause the other person to lose their attention. It's a good idea to stop every now and then and get some feedback if you have a lot to say.
   • Do not eat anything and avoid chewing gum while on the phone. The sounds may give the impression that you are not really interested in the conversation.

Part 3 of 3: Preparing for the telephone conversation

1. Find a calm place. When you have to call, the aim is to make it as successful as possible. This means creating an environment suitable for conversation, so find a quiet place where you can make calls. Keep background noise to a minimum so that you do not have to ask the person you are calling to say or call things again because you do not understand them properly.
   • The best place to call is in a room with the door closed. That way you can be sure of a quiet place.
   • If you need to call in an open-plan office where you can hear your colleagues, try to have the call at a time when it is not that busy. For example, you can call during the lunch break or at the end of the day when everyone is on their way home.
   • If possible, avoid making important conversations in public places, such as shops or restaurants. These are usually full of distractions and too loud for a successful conversation. When you need to call someone outside, try to find a quiet place, such as the hallway in front of the bathroom in a restaurant or an empty aisle in a store.
2. Check if you have a good signal. Nowadays most people use their cell phone as a landline phone. If this also applies to you, then you should make sure you have a good signal on your phone before you call. This way you know that the quality of the conversation will be sufficient. Walk around until you have a signal that is strong enough. If this does not work with your mobile phone, you can opt for a landline.
   • The sound quality of a landline will usually be better than that of a cell phone, so if it is a very important call you should use a landline if possible. This is especially true when you are calling someone who is older and may hear less well.
   • When using a cell phone, make sure you hold it so that the internal microphone will pick up your voice effortlessly. It is better not to make important calls with the loudspeaker of the cell phone.
3. Make sure you are comfortable. Before you start calling, make sure you are able to fully focus on the conversation. For example, you should check that you don't need to go to the toilet and that you have a drink on hand in case you get thirsty. It's also a good idea to have tissues handy in case you need to sneeze during the conversation.
   • Decide whether it is more comfortable to use the phone while sitting or standing. If you are nervous, pacing while you talk can help, as this can have a calming effect.

Tips

• If you are nervous about having a particular phone call, it may come in handy for some practice. Ask a friend or family member to impersonate the person to call so that you can have a test call.
• When you call someone in a personal or social capacity, you can start with a message asking, "Do you have a few moments to talk on the phone?" The other person will feel more comfortable expecting your call.
• Try to radiate a positive attitude during the conversation. Although the other person cannot see you, it can help to smile while you talk so that you appear more positive and enthusiastic on the phone.
• Make sure you articulate clearly during the phone call. The intention is that the other person can easily understand what you want to say.
• Also pay attention to how fast you talk. When you talk too fast it can be difficult to understand you.