There are many facets to a successful virtual phone call. From the greeting and introduction, to knowing how to handle different customer types, there is a lot that goes into good virtual phone skills. Fortunately for you, we have 15 ways that will improve your Virtual phone skills and make each call more effective!
1. Speak Clearly
This seems like an obvious one but it is something which needs to be stated clearly. When speaking on the phone, you should ensure that you speak clearly and slowly. This lets the other person on the line understand what you are saying and it makes a better connection with them.
2. Have a Good Attitude
Attitude is everything in business, this includes when using your voice to make calls either via virtual phone systems or on a landline. When speaking, ensure that your tone reflects a positive attitude. If you have a good tone while speaking, the other party will be more open to what you have to say.
3. Smile When You Speak
This may sound a little strange but smiling when speaking really does help with the connection of your voice on the phone. This helps increase your tone and makes your voice lighter – it can help with sounding more positive and enthusiastic.
4. Ensure That the Microphone is Clear When Speaking
Your microphone should be strategically placed near your mouth to ensure clarity during calls; this means that you do not have to excessively exaggerate certain words and can make a better connection with the other person on the line. This will make your voice sound nice and clean; without having to shout into the microphone.
5. Avoid Eating & Drinking When Making Calls
It may seem like a silly tip but avoid eating or drinking when making calls. This can not only distract the other party on the line but it can also affect their perception of your voice, as if they cannot hear correctly because you are chewing some food. It will also cause your voice to sound muffled on the other side of the call, which is not appealing for them.
6. Maintain Good Posture When Speaking
Posture is important in all things but it can help with virtual phone systems especially. If you are slouching or have bad posture when speaking, it can be harder for the other person on the line to understand what you are saying. This is because when your mouth is closer to the microphone, it increases clarity and they will be able to hear everything that you say.
7. Use a Comfortable Headset When Making Calls
Using a comfortable headset while making calls is important; this ensures that you are free to use your hands during the call if need be. This is important for multitasking or if you are using a virtual phone system which requires many buttons to be pressed in order to navigate through menus etc. It also allows you to walk around freely while making calls, without holding onto the handset of your landline or smartphone.
8. Know What You’re Going to Say Before Making Calls
This is important for keeping your calm when making calls. Not only does it help you gather what you are going to say, it also helps make sure that you are not searching for the correct words when speaking. This can affect your phone skills as people may not be able to understand what you are saying and will not be able to get the information that they need if they cannot understand.
9. Ask Questions During Calls When Needed
Asking questions during calls is important, especially if you are unsure about something after speaking with your client or customer. It also helps ensure that you gain extra information from them which can help in the later stages of the call i.e. while making arrangements or while negotiating on rates etc.
10. Pay Attention to the Other Party’s Tone of Voice
It is important that you pay attention to the other party’s tone of voice, this can help determine whether they are happy with your services or not. If their tone sounds negative then it is best to try and resolve the issue on the line rather than make excuses or offer discounts later.
11. Listen Carefully & Take Notes If Needed
This is important for virtual phone systems especially, which require you to keep track of your calls with time limits etc. It helps ensure that you are able to maintain quality while making calls and also helps you work as quickly as possible, as if you need to make a call again later on; it will be easier for you.
12. Be Approachable During Calls
It is important to be approachable during calls especially, as people may drop by with additional questions or queries and may not want to email them to you instead. It
also helps encourage a better flow of conversation, as if they cannot find the time to email you then it will be easier for them to talk with you about what is going on.
13. Be Professional During Calls
Being professional during calls is important, as it shows that you take your job seriously and care about what is going on. This can help people better trust you and will let them know that they are speaking with an expert on the line.
14. Help People Understand You
This is important for clear communication, as it helps people understand what you are saying on the line. Not everyone has perfect English skills so it is best to make sure that you speak slowly and clearly, with an even tone etc. This is important if the client or customer that you are speaking with has English as a second language too; it helps them to better understand what you are saying and can help ease any miscommunication problems.
15. Ask for Feedback During & After Calls
Asking for feedback during and after calls is important, as it helps you to better improve your phone skills. This can be done by simply asking about what went well, if they liked the final product etc. It also helps ensure that you are able to maintain quality throughout each call and each job; this will help build trust between yourself and your clients/customers which is beneficial for both parties.
What are effective telephone skills?
Effective phone skills are based on strong communication skills. There are four types of communication: speaking, reading, writing and listening. The most important skill is listening because it is important for people to understand what you’re saying.
What do you call phone skills?
Phone skills are important. They include communicating well and being friendly. You should also know how to behave on the phone.
What are the three stage of telephone call?
Establishing Expectations. Content, Conversation, Business. Wrap-up, Next Steps, and Feedback. Closing.
In the final analysis
We hope you enjoyed our list of 15 ways to improve your virtual phone skills. As a final word, we want to remind you that the most important thing is to be yourself and have fun! Comment below with any thoughts or questions about this blog post.