Telephonic Communication| Brothers Study Zone

 

 TELEPHONIC COMMUNICATION

Telephonic communication:-It is a type of communication which is commonly means of oral communication while communication in an organisation , good practices and manners must be followed to make it effective. This communication is communicated between the two person, in which these two person share their thought and views to each other.

v Advantages of Telephonic communication are:-

·       It is a  good advantage of telephonic communication that it saves time.

·       It is possible to get immediate feedback when communicating to others and also sure that his communication have been well understood.

·       Quick clarification is possible in these communication.

·       Direct communication between two members holding any position in the organisation.

v Disadvantages of Telephonic communication are:-

·       Telephonic communication is entirely depends on

·       In these communication, greater chances are here to missing or misinterpret message.

·       No permanent record unless the message record.

·       Networks problems and wrong number issued in these communication.

v Making Effective Telephonic communication:-

1.    Before calling someone

·       Be prepare :- If some information or data is to be passed keep it ready with you.

·       Plan your call:- Note down the point to be discussed and the question to be asked while talking to the other person.

·       Ensure that you are going to dialed correct number.

·       Choose the right time to call:-If due to consideration of time difference if you are calling may not response your calls.

2.     During the call:-

·       Greet the person on the other side.

·       Make it sure then you have got the right person on the time.

·       Make your identity clearly known to the person at the other end.

·       Speak clearly and politely.

·       Be sure that you have delivered all the details of the message and that your message has been clearly and completely understood .Try to get feedback.

3 . After the call:-

·       When the call is over note down all the important point on a sheet and put the sheet on the relevant file for future reference.

·       If the caller wanted you to take some action or pass on some information to someone do it quickly.

 

 v General guidelines for an effective use of the Telephone:-

·       Speak clearly:-Do not shout into the telephone.

·       Do not speak too slow:-Try to be as natural as possible.

·       Speak politely, confidently and in a positive and friendly tone.

·       Make frequent use of phrases like ‘Thank you’ ‘you are welcome’ ‘Please’ etc.

·       When you pick up the receiver you should first introduced the company, the department even yourself if required.

·       Listen carefully without interrupting the caller.

·       If a part of the message is not clear. politely ask the person on other side to repeat it.

·       Speak to the point do not waste time in mentioning unnecessary thinks.

·       Treat every call as an important call give important to internal call also.

·       Always be prepare to receive a call to give and to receive information have paper, pen and pencil ready or recording notes of conversation and details of request.

·       Make sure about the identity of the caller before giving any answer.

·       While ending the call politely the same thank you. Put the receiver back gently and make sure that the call has ended.

       v Writing Telephonic Message:-

·       If an official telephone message form is available it is better to use it.

·       Take down the name and the telephone number of the caller.

·       Note down the time of the call .Note down the time at which the caller can be connected.

·       Record carefully any special instruction given by the caller.

the caller.

TELEPHONE MESSAGE   For:-................. Time:-............... Date:-.................... Caller’s name:-............... Telephone Number:-................. Message:-................   Message taken by;-................