In a previous post in this blog (http://www.pgpsi.com/2010/01/smart-communication-with-emails-1.html), I shared with you a set of ‘good practices’ proposal to improve communications wiht the email.
As I said, email is one of the most used tools in communication processes in companies and projects. And of course, the other is telephone.
In this second post, I want to cover the use of telephone in these processes:
- Say at the beginning what the call is about and which points you want to address. Give notice of longer phone calls.
- Prepare important documents. If they could be of use, send them in advance to your counterparts. What objections or questions could the person have?
- Verbaly summarize the outcome and measures at the end of the phone call. Briefly record the details in writing.
- Turn on your answerphone when absent from your desk for a longer period. If you have a business cellular phone enter the number in the ‘notes’ address book.
- When making overseas calls pay attention to the time zone where your counterpart is located. Think beforehand about the English terminoloy you may need.
- Should you have problems getting in contact with someone abroad by telephone? Try reaching a third person! Call a different person you know at the same place.