The best way to communicate on the phone

111. Be Prepared- If no-one answers when you call
Many times we are prepared for a two way conversation; however 70% of all calls are answered by a voice mail.

Make sure you have a quick message prepared in your mind if no one answers. As briefly as possible leave Who-What-Where-Why and When.

2. Who is calling?
Speak slowly and clearly, give your name and spell your name if it isn’t an easy one to interrupt. Leave your phone number at the beginning and the end of the message.

3. What & Why
Be clear and concise but let the caller know why you are calling.

If there is anything that you are asking them to do and it can be stated briefly, do so.

4. Where
If the action requires a location be specific

5. When
State timeline if you have one. Don’t let the caller guess when you want the requested information.

6. Length
The message should be one-minute long or less. It is important not to check your

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messages every few minutes. Block out time for clearing the messages just as you do for emails.

7. Give as well as receive information
Pre-record a message to say you’re out/on vacation
Let the caller know there are options, e.g. press ‘0’ to talk to reception or an extension number for another contact in your area.

Brought to you by:

Karen Cynowa, is a professional organizer, productivity consultant and national trainer and author. Karen’s offers training which increases productivity with Email, Document Management, Meetings, I-Phone, I-Pads, Outlook and Blackberry. This training has been successful in over 15% of fortune 500 companies and brings immediate results.

These programs have improved productivity in excess of 25-30 days a year. Let Time’s Up assist you in finding the time to take your personnel and your business to the next level. 866-906-7767



Give us your time and we’ll teach you how to make more of it.

For more information on how we can take your productivity to the next level and for corporate pricing email us through the contact form.


Karen Cynowa
Productivity Consultant
Certified Trainer & Professional Organizer
866 906 7767

©2014 Karen T. Cynowa, Time’s Up Consulting



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