*RING RING* Business Phone Etiquette 101!

Are you trying to navigate this new world of doing business virtually? We totally understand! If you struggle to meet with clients via phone and need support on closing the deal virtually, then keep reading…

Closing the deal over the phone is NOT easy. Closing the deal in person can also be tough, but most would say they prefer this in-person style of meeting. Here’s the thing—you can’t stop selling just because we are in a pandemic, are we right?! Well Dolls, we are giving you the low-down on everything you need to know when it comes to phone etiquette so you can close the deal every single time… over the phone!

To give you a little background, Our Boss Doll + CEO has mastered the art of closing the deal over the phone over the years. Her training? Before she started POSH PR®, Caroline was a National Medical Sales Manager, closing deals with Doctors all over the nation. On her first day, her boss gave her a headset and said, “If you can sell over the phone, you can sell anything in person.” She made it her mission to fully understand the dynamics of communicating over the phone and picking up on social cues by listening only!

With Caroline’s training and expertise paired with our own experiences combined, The PR Dolls pulled together a list of 10 tips that will help you connect with your clients via phone!

1. Sing Your Hello

Yes, Dolls you heard that correctly. When talking on the phone, it is so important to be overly bubbly and friendly! Remember, your physical communication isn’t showing, your client can’t see your smile, and you can’t reach out for a handshake… So! You must make up for this lack of in-person communication through your words!

2. Smile

I know what you’re thinking… But they won’t see my smile! We recommend treating a phone call the exact same way you would an in-person meeting! Here’s the thing, you can truly hear a smile over the phone! Don’t believe us? Try it yourself!

3. Dress The Part

Even if it’s not a FaceTime or Zoom call, make sure you still dress the part! This will ensure you are in the right mindset and feel the responsibility of what this call means to you. Lets be honest, you probably don’t feel the same in your pink slippers as you do in your Louboutins, right Dolls?

4. Say Their Name

Make sure you say their name! There’s nothing more personal than saying someone’s name! When communicating over the phone, the secret is to connect in as many meaningful ways as possible. We never want a client to feel like they are just another person on our call schedule for the day. Make it personable because we both know that each client has a special place in our business, and yours, too!

5. Triple Confirm Time

“Hi, Kelly! It’s Caroline with POSH PR®! Is this still a good time for you to chat via phone?”

This phrase above is the one thing our Boss Doll + CEO always makes sure to say at the beginning of each phone meeting! Phone meetings are very different than in-person meetings that require you to physically get up and move. Asking if it still a good time is always professional and reminds the client that you are prepared and on time for your scheduled meeting.

6. Set Intentions

Nothing is wrong with starting the conversation with clearly defining your end result of the call. Being able to clearly communicate your thoughts and overall purpose of taking their time via phone is always a good idea! NOTE: There’s absolutely nothing wrong with making yourself an outline before the call. If it makes you feel better you can even send it to the person you’re meeting with via phone. That way you both know what to expect beforehand! We promise Dolls, you can never over prepare! The more you prepare, the more confident you will be and those phone scaries will hopefully disappear!

7. Take Notes

Always take notes during your phone meetings! This not only helps you take note of items to bring up when it is your turn to talk, but it keeps you focused during the actual meeting! PRO TIP: Totally write in pink! Not only because it’s fabulous… But, colored ink is actually known to stimulate your memory!

8. Over Communicate

It never hurts to over communicate #dollthethings during the meeting! Our Boss Doll + CEO, Caroline will often say during a phone meeting, “If you hear nails tapping, it’s totally me! I am just typing all of our notes to make sure I have everything covered!” You can NEVER over communicate!

9. Own The Call

Have you ever struggled with how to end a phone meeting? The best thing to say at the end of the phone meeting is this: “It sounds like I have everything needed on my end to work on next steps! Before we jump off the call, is there anything else you need from me at this time?” You always want to make sure the client knows they are your number one priority!

10. Organize Your Notes

Always make sure you schedule some buffer time after your phone meeting to organize your notes. In most cases, you will be writing or typing fast in order to keep up! While this information is fresh in your mind, get it organized. This will save you time when you revisit the project in a week or so… we promise!

PS: Never forget you’re a Boss Doll® and you 100% have what it takes to slay your next business phone call!

Xo The PR Dolls