At a time when the Internet has transformed the way we communicate, we see that much can be lost in translation through technology. It is important to note that some effective means of communication can vary depending on the background and culture of the recipient. It is crucial to communicate effectively using the right platforms.
telephone contact
A phone call provides a quick and inexpensive method of communicating with interested parties. The phone has some additional limitations. A person cannot see facial expressions, gestures, or posture, and therefore must fully rely on the sound of our voice and the words we use. Plan ahead what you are going to say. It’s helpful to use a written presentation plan as a guide for the first few seconds of the conversation. What you say is determined by the objectives set at the beginning. One advantage of a phone call is the option to take notes during a call without appearing rude or disrespectful. Be sure to reiterate what the other person has said to confirm that she is on the same page and to show that she was actively listening.
voice mail
The growing popularity of voice mail presents a challenge for entrepreneurs. Many people are very busy and will only return an unknown number if they know the call was important enough to leave a voicemail. It’s important to anticipate voicemail and know exactly what to say if you get to a recording. The receiver’s perception of you is heavily based on what you say and the quality of your voice. Provide a compelling reason for the person to call back and offer a valid article that will stimulate interest. The voicemail message should be similar to the opening statement you would make if you had face-to-face contact with the prospect. Lastly, give your number slowly and completely. Usually it is better to repeat the number.
The email
Many potential customers and established customers like the convenience of email correspondence and prefer it as an alternative to telephone contact. But keep in mind that some people, or generations, find an email much less personal and professional than a phone call. Make sure you know your audience before choosing a media outlet. When using email, your challenge is to make it easy for your correspondents to read and manage your email. People who receive large amounts of email can selectively choose which one to read by scanning the subject lines and removing those that are not of interest to them. Always use a meaningful and specific subject line. The email message should clearly tell the reader what you want and then encourage a response. Identify the main point of your email within the first or second paragraph. Format the email so that it is easy to read. This may require the use of headings to identify the main elements of the memo. Finally, the use of a signature file: A typical file includes the full name, title, affiliation, phone number, and in some cases, a tagline.
The conference call
Conference calls can be boring and hard to follow, but they are a necessary part of business. When many people are on a call, it’s easy for our minds to wander. Keep your statements short and ask for direct feedback often, rather than asking an open-ended question to the whole group. It’s also helpful to send out an agenda ahead of time and stick to it so everyone knows the purpose of the call, approximately how long it will last, and what they are expected to prepare before the call. Some companies record calls for a variety of reasons, if you are on a call with people from other companies be sure to let them know you are recording the call. Lastly, set limits on the duration of calls. This is even more important than setting time limits for face-to-face meetings, since the amount of energy lost in a call exceeds that of meetings. Lack of feedback is a huge energy zapper. Limit calls to a reasonable length so everyone knows what to expect.
