While electronic communication is quickly becoming a standard, a telephone conversation carries just as much weight as a face-to-face meeting, because you are communicating in real time. Just as you value your time when meeting face-to-face, place as much value on your time when making or receiving phone calls.

1. You don't have to answer your phone each time it rings.

Consider answering calls during a certain period of the day, especially when you find yourself very busy or short on time.

2. Consider returning phone calls during a certain period of time each day.

Return calls when you are most energetic, able to listen uninterrupted, and able to jot notes or write follow up actions.

3. It is a professional practice to return telephone calls within 24 hours.

If you cannot attend to a caller's needs within that time, you can briefly phone the person and state when you will be available to talk further.

4. The outgoing message on your business phone or cell phone is very important, especially if you travel frequently or spend most of your time away from the office.

Listening to a generic outgoing message can leave lots of unaswered questions. People calling you may wonder if are you in a meeting all day, out of town, or on vacation.

Communicate the best time to speak with you by stating:

• your name
• your company and/or department you are in
• the current date or week
• whether you are in the office or not that day/week
• when you plan to return calls
• whom to contact if a call is urgent and how to reach him/her

Here is an example of an outgoing mobile phone message:

"Hello this is Elizabeth B., I am the Luxury Homes Real Estate Agent for Realty Executives. Today, Friday, February 3rd, I will be in meetings from 9 o'clock to 12 o'clock. I will be available after 2 o'clock to return my calls. Please leave a message with your name, area code and phone number. Should you need to reach someone urgently, please call our receptionist, Gina, at xxx-xxx-xxxx to assist you. Thanks for calling."

It may take an extra bit of time to leave such an outgoing message each day or every few days, but it conveys three things to your caller:

• your time is important to you
• his/her call is valuable to you
• you are respecting his/her time as well

© 2007 nPower Consulting, Inc. All Rights Reserved.

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