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Mastering Business Telephone Conversations: A 7-Step Guide

Enhance your phone communication skills with this comprehensive guide to business telephoning. Learn the essential seven steps to conduct effective telephone conversations: identifying yourself and your company, asking the caller for their identification, requesting a connection, taking or leaving messages, explaining the call's purpose, making appointments, and closing the conversation. This structured approach will improve your professionalism and confidence while handling business calls, ensuring clear and effective communication.

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Mastering Business Telephone Conversations: A 7-Step Guide

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Presentation Transcript

  1. BusinessTelephoning 5th Meeting

  2. 7 Steps in Telephone Conversation • 1. Identifying Yourself/Your Company • 2. Asking the Caller to Identify Himself/Herself • 3. Asking for a Connection • 4. Taking/Leaving a Message • 5. Explaining the Reason for the Call • 6. Making Appointments • 7. Signing Off

  3. Identifying Yourself/Your Company • KrotoElectronics. Can I help you? • Garengspeaking. • This is PetrukPesolima. • Omeshere.

  4. Asking the Caller to Identify Himself/Herself • Who’s calling please? • Who is this? • May I know who’s calling? • Is this Harry?

  5. Asking for a Connection • I’d like to speak to _____, please. • Could you put me through to _____, please. • I’d like to speak to someone about deliveries, please.

  6. Taking/Leaving a Message • I’m afraid he’s out at the moment. Can I take a message? • Can you ask him to call me back? • Can you inform him that Ms. Soimah is calling? • Mr. Momon is currently not available, would you like to leave a message?

  7. Explaining the Reason for the Call • The reason I called is __________________. • I am (just) phoning to __________________. • I would like to confirm __________________. • I would like to inform __________________.

  8. Making Appointments • Could you manage Tuesday? • What about Friday? • Shall we say two o’clock? • Just a moment. I’ll check my schedule. • I’m sorry, I’m out all day. • Friday would be fine. • That suits me.

  9. Signing Off • I look forward to seeing you. • Thanks for calling. • Goodbye. • A pleasure to talk with you • Bye.

  10. Role Play • Work in Pair for these following phone conversation : A. Identifying Yourself/Your Company • Asking the Caller to Identify Himself/Herself • Asking for a Connection (she / he isn’t available) • Taking/Leaving a Message • Signing Off

  11. Role Play • B. Identifying Yourself/Your Company • Asking the Caller to Identify Himself/Herself • Asking for a Connection • Explaining the Reason for the Call • Making Appointments • Signing Off

  12. Role Play C. Identifying Yourself/Your Company • Asking the Caller to Identify Himself/Herself • Making Appointments • Signing Off

  13. Role Play D. Identifying Yourself/Your Company • Asking the Caller to Identify Himself/Herself • Asking for a Connection • Explaining the Reason for the Call • Signing Off

  14. Maturnuwuuuuun… • Gossip is nature's telephone. SholomAleichem • Easy is to occupy a place in a telephone book. Difficult is to occupy someone's heart; know that you're really loved.Carlos Drummond de Andrade

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