In a digital world, it’s easy to forget that there are often times when the importance of a message one needs to deliver should be a priority. It cannot simply be shrugged off and transformed into a line or two of conversation. Instead, it should be handled more professionally and thoroughly with a phone conversation. After spending a day filled with typing your messages and responses--or clipping them into shorter and more “efficient” forms--a good phone conversation can feel foreign and overwhelming. However, you can transform an average conversation into one of depth and meaning.
Instructions
1. Set aside a good two hour span of time for your phone call before placing it. You may find that, even if your message is planned and precise, the response it receives may not be. Just as you wouldn’t want to feel cheated out of all that you feel is important to say, you want to make sure to extend that courtesy to your message's receiver.
2. Pick an appropriate time to call. This would be a time when your contact is most likely not eating a family meal, sleeping or inconvenienced in any other obvious way. Etiquette suggests that you avoid calling between 5 and 7 o'clock in the evening.
3. Start your conversation in a very warm manner. Even if the message that you have to deliver is grim, you want the person to know that you are glad to be speaking with him and that you value and appreciate the time he set aside to talk to you.
4. Ask questions. Inquire about his opinion on all topics you bring up. A curious mind is one capable of the best conversations. All people want to talk about themselves. If it's bad news, you can still ask questions about how the person is doing, what it makes them feel like and how he might like assistance. Asking how he would help a friend going through something similar will give you great insight into what he actually needs.
5. Keep your statements simple and concise. The telephone is not a time for grand elaboration. Without seeing him face to face, the chances of boring someone are really doubled. Say what you need to say. Let him speak after that.
6. Be courteous when concluding the conversation. Keep in mind that you have just taken up a bit of his time. Thank him for his time and thoughts. Make an appointment to see him in person if this is appropriate. Letting someone know that you're done with him after delivering news of any kind is important. Say good-bye with warmth.
