Calls would always be part of a virtual assistant’s routine, regardless of whether his or her tasks are centered on customer service or otherwise. A remote worker, given the long distance from his or her client, has to make calls to coordinate tasks, share ideas, ask questions, and make clarifications, whenever necessary.
Nonetheless, not all can make calls properly. There are some, who are still having a hard time making sure they sound professional when communicating via call. This could be a hindrance to maintaining seamless relations between the virtual assistant and his or her co-workers. It is not always efficient to settle with e-mails and personal messages.
If you are among those, who have to ring a person from time to time, it is imperative you are aware of how a call should be done professionally. There are simple ways to do so, such as the following:
Answer promptly. It is highly unprofessional if you let calls ring continuously without picking them up right away or sending them to voicemail. This actually takes much of the caller’s time.
If you are not available, a voicemail is a good hint. Moreover, if you can pick it up and inform you may have a conversation at a later time, it would be much more helpful.
Always start with a professional greeting. You should always keep in mind that the person at the end of the line may not always be the one you are expecting. This is regardless of having a caller ID system in place.
It is always best to start with a polite greeting, such as “Good morning” or “Good day.” To make it sound more professional, you may also add your name as an introduction upon picking up the call.
Speak clearly and slowly. You need to avoid speaking at a faster pace to avoid misunderstanding and confusion. It is best to stay calm while talking to make sure you are conveying your thoughts properly.
If you have a certain accent that may be difficult for some to comprehend, the more you should follow this.
Additionally, if you are used to adding fillers, like “uh,” “uhm,” and “like,” you should practice avoiding those words while making calls. The more straightforward your sentences are, the better the conversation would be.
Smile while on a call. If you want to provide warmth to the person you are talking to, it is best to smile while on a call. This would give your voice a friendly tone. Regardless of the purpose of the call, you will get off on the right foot.
Make sure to call back, if promised. Being professional means you stand by your word. If you have informed the person that you will call back, then you should do so. Should you have specified a fixed date and time, then you should not be earlier or later than the schedule.
If you cannot make it, it is best to leave a message and request for another convenient time to continue your call.
Avoid putting the call on speaker. Putting your call on speaker would give an impression that you are not making the conversation private. This may make the person you are talking to uncomfortable, especially if the topic being discussed is sensitive and critical.
Speaker may be set if you have notified beforehand and it could be effective if you are having a call with a group of people.
Follow the transfer protocol properly. A reason to transfer the call is necessary so that the person would be aware that his or her concern is best addressed by another member of the organization.
Moreover, if a transfer would be done, you should also be certain that the person to pick up the call is available.
With the given tips above for better handling of calls at work, you would find it easier to coordinate with the members of the organization, partners, and even clients. Maintaining good communication is pivotal in remote work, and this covers making a call now and then. Some matters are best conferred about through calls instead of written messages. Hence, making sure this communication means is done advantageously is synonymous to attaining work efficiency.