Intro
In today’s fast-paced world, the ability to engage in professional communication is an invaluable skill, even if knowing what to say can be tricky. Whether you’re looking for a job, making a complaint to a city official, or asking your doctor a question about your health, knowing how to communicate effectively can open many doors! Mastering these skills not only helps you achieve your goals more efficiently but also leaves a positive impression on the people you interact with. Below, you’ll find some helpful tips and some example scripts that can be adapted to various situations. By following this method and keeping these tips in mind, you’ll be well on your way to mastering professional communication, whether over the phone or through email.
What Should I Say in an Email or on the Phone?
- Introduce Yourself: Share your name, how you’ve met the person you are contacting or how you found them, and why you’re reaching out.
- Share Relevant Background: Provide the necessary context for your communication, but keep it concise. Offer just enough specifics to ensure the recipient understands your situation and be prepared to answer any follow-up questions. To identify what’s necessary, consider the core information the recipient needs to know to understand your request or question.
- Identify Your Question/Request: Clearly state what you need from the recipient. Whether it’s information, assistance, or a follow-up action, make your request explicit.
- Share Contact Information: Make sure to provide your contact details so the recipient can easily respond to you. If you’re on the phone, consider spelling out your email address and repeating your information, just in case they couldn’t hear you well the first time.
- Friendly Closing: Thank the other person for their time and assistance and wish them a nice rest of their day before you say goodbye. It helps the other person feel valued and leaves a positive impression.
Tips
- Overcoming Phone Call Anxiety: It’s common to feel nervous about making phone calls, especially in a professional context. It may help to jot down key points you want to cover and practice your introduction to boost your confidence. Remember—usually, the person on the other end is there to help!
- Set Up Your Voicemail Message: Ensure your voicemail is set up with a professional and clear message. This not only makes you look more put together and helps callers know who they’re reaching, but also ensures you don’t miss any important communications. Here’s an example of an effective voicemail message: Hi, you’ve reached Jane Doe. I’m not able to come to the phone right now, so please leave me a message and I’ll get back to you as soon as I can. Thank you!
- Good Grammar and Spelling: In written communication, always double-check your grammar and spelling. Errors can detract from your professionalism and clarity. Online tools such as Grammarly can help with this!
- Be Brief, Friendly, Specific, and Informative: Keep your communication concise and to the point. Aim to be friendly and polite, while ensuring that you focus on the facts of the situation.
