Calling has become one of the most common ways for our reporters to conduct daily interviews. As a journalist, most of your information exchange and business is done over the phone.
Language skills are also an effective way to save money and time. Mastering your calling skills can effectively prevent you from having unnecessary conversations.
1. Make a habit of keeping records at all times-On your desk, always keep paper and pencil for phone records. Hold the microphone in one hand and the pen in the other so that you can record at any time.
2. Report my name and the name of the unit-say, "Hello! I'm a XX of a XX newspaper (radio / TV station). Is Mr. XX here?" If it was the secretary, wait for me At that time, the name and unit must be reported again. In order for the other party to hear clearly, the pace of speaking should be slightly slower than when talking.
Even for people who talk frequently, the process of self-reporting their names cannot be omitted. It should not be taken for granted that the other party can definitely hear their own voice, so that when the other party answers the call, they will also score the call that the person guessed to be calling.
When reporting the name, you ca n’t just say "I'm Xiao Li", because I don't know how many people have the last name in the world. Therefore, you should report your full name when reporting yourself. This is actually a way of self-promotion, which can deepen the other party's impression of you.
3. Determine if the other party has the right talk time-when you call someone, they may be busy with something about themselves. You should show that you respect their time and give them enough time to make appropriate adjustments. You can ask each other when you start talking:
"Is it convenient for you to answer the phone now?"
"Are you busy now?"
"Do you have time to talk to me now?"
"Is it appropriate to call you at this time?"
"Can you take some time to listen to me?" Etc.
If you want to have this kind of discussion with the other party on a regular basis, it should be more convenient to ask the other party what day and hour. This is not only to allow the other party to settle down to discuss with you calmly, but also a matter of grace. It's impolite to interrupt the call while others are busy.
State the purpose of the call and how long it will take. To be realistic, you can neither report more nor say less. It is clear that it takes a quarter of an hour, and you must not just say, "Can you take up a few minutes?" You should say: "General Manager Wang, I want to talk to you about the distribution plan. It will take about a quarter of an hour. Now let ’s talk about whether Convenience?"
Sometimes you may just call the other party to agree to a time that is convenient for both parties, but if the other party says "not right now", then it should not be postponed.
If you have to interrupt when the other party is inconvenient, you should first apologize and explain why.
4. Indicate the purpose of your phone call—When you connect to the phone, immediately explain to the other party the purpose of your phone call, and then quickly turn to the subject of the thing you are talking about. Experts believe that the wit in the interview is whether you can get the attention of others within 30 seconds. The most efficient journalists almost never spend more than a minute talking about anything.
5. Avoid talking to other people-When you call, it is extremely impolite and inappropriate to talk to other people around you. If you have a more important matter to deal with at this time, you should apologize to the other party, explain the reason, and then deal with these things in the shortest time. Don't let others wait. If you consider that the other party may be waiting for a long time, you can apologize to the other party and call later. But when you call, it's best to avoid this.
6. An apology should be concise-sometimes, someone will call you when you are away and ask others to write down the phone to tell you. When you return these calls, don't waste time on some red tape.
For example: "I'll call you back as soon as possible", or "I want to call you back yesterday", or "I'll call you back immediately after receiving your letter, but you will not be there all day." All these are just past Things can only delay your current business time. Excessive explanation is meaningless.
7. Don't take up the other person's time too much-When you take the initiative to call someone, avoid taking the other person's time as much as possible. If you ask the other party to find some information or say the answer to a question, you may spend too much time on the phone. Because in most cases, the other party may not be able to find the information for you immediately or give you a positive answer immediately. You must give the other party some time. If you call someone for too long, they may be very offensive. Because maybe he is waiting to do something, he expects you to put a phone call immediately. Therefore, when you consider that it may take some time for the other party to give you a reply, you can hang up the phone first and ask the other party to call you back to inform you, or you can call it after a while, so that you won't take up the call of others for a long time Online to influence the normal business of others.
8. If you want to leave a message, please call the other party and remember to leave your own phone number. This is the most basic etiquette-even if the other party is an acquaintance, the two parties often talk. Doing so will at least make the other party not distracted and check the phone. Directory. Do n’t forget to tell the other party the best time to call back. This is especially important to remember when you are likely to go out. If the other party is out of the country, it is best to indicate when they will hang up again and ask them to wait. Never allow the other party to spend long distances to find you.
9. Properly organize the content of the call-before the call, it is best to send or telex the relevant information (such as the report text) in advance so that the other party can be prepared. When talking, the two parties can talk to each other to save time. Buyers can go to the "letter of intent" in advance, briefly explain the basic suggestions, let the other party consider them, and even mark out the questions for reference during the discussion.
During the call, the party's opinions should be divided into several parts, with a pause between each part, so that the other party can respond in time. Don't make a long story, but in the end it turns out that the other party already had other thoughts and wasted.
The main points of the speech should be written before the call. Don't think about it temporarily, as the speech is not logical. At the beginning, you should briefly explain the purpose of the call and the existing problems, propose alternative solutions, point out the differences between the two parties, and finally summarize them to solve the problem.
Have all the information ready before the call. Please tick off one of the points listed on the outline to avoid distractions or omissions.
10. Listen attentively--Sometimes you can't hear clearly when talking on the phone, so pay special attention to concentration. Some people call Chang Ai and look around, moving the things on the table, absent-minded. This habit is very bad and can easily affect the effect of the call. It's best to take notes while talking.
11. Pay attention to your language-the wording and grammar must be consistent with your identity, not too casual or too rigid.
Add a title when you call the other person. Such as: "Doctor", "Manager", etc. Some women like to be called "Miss", so don't call it "Mrs." Never use frivolous words like "darling", "baby". Neither men nor women can call them by name, even if the other person asks for such a name.
Be careful when you say the word "you" at the beginning. Words like "you forgot", "you must", "you ignore", even if the tone is quiet, listening to the phone can make people feel questioned. You may wish to ask questions in the form of questions, such as: "Can you send that material on Thursday?" Or "Did you get that report?" Or start with the word "I" and say, "I need a place report on Thursday."
When obedient, it's best to use phrases to encourage each other. Such as "hmm, hmm", "I understand", "I understand" or "OK, OK", etc.
When responding to or requesting from the other party, the attitude should be positive and polite, such as: "I will pay attention to that" or "Please don't forget ..." and so on.
12. End the call in a timely manner-Excessive talk time means abusing the goodwill of the other party. You thought the other person listened with interest, maybe he was scratching his ears and rubbing his eyes, rubbing his eyes, anxious to hang up the microphone early. For those who talk loudly on the phone, it is best to put an alarm clock on the table to control the time of the call and remind yourself in time: "It's over."
When you end the call, sum up the issues you just talked about. For example, "I will tell you the last figures at noon on Friday", or "I think both parties need to do some more investigations to finalize the case. How about finding time to talk again? Is it convenient for you next Tuesday?" Don't hang the question there, saying it for a long time is like saying nothing.
Finally, you should say a few polite words: "I'm glad to talk to you", "Thank you for calling." In order to appear more enthusiastic.
Move the microphone lightly, otherwise the other party will think you are on the phone. Before the microphone is stable, don't complain, say strange things, and comment on the conversation just now so as not to be heard by the other party. If that's the case, it would be terrible.