It happens all the time, you hear someone over the telephone and you make a generalization about the person you are speaking with. It may not be fair and it is akin to judging a book by its cover, but it's true nevertheless.
Within 60 seconds, people will make assumptions about one's education, background, ability and personality based on their voice alone.
What type of impression is your "phone" voice making? Indeed there are two areas you should be aware of when speaking. One is "what' you say, the other the "how" you say it. Studies show that as much as 87% of the listener's opinion of you is based on your voice alone. That leaves only 13% allocated to what we are saying to make a positive impression. With numbers like these it is easy to see why your voice is so important in your career and personal life.
Today we live in a "voice mail" environment. We are playing "phone tag", leaving messages and listening to voice mails left by others. It may take as many as 3-4 tries before actual contact is made and you have a conversation. By the time you do connect, you can be assured that other party already has formed an impression about you.
The following are some tips that will help you improve your phone voice and technique.
1. THIRD RING RULE: Answer the phone by the third ring or make sure you voice mail is set to pick up by the third ring. Today people are not inclined to wait much longer and will assume you are not available and hang up. Remember, as much as we think we don't like voice mail, we like the option of leaving a message.
2. PROFESSIONAL GREETING: Remember the 87% rule above and make a good impression. Be aware of what you are going to say in the greeting. Then practice and rehearse BEFORE you leave the greeting on your answering machine. Be short and to the point. Don't drag out the greeting. It is obvious you are "Out of the office or away from your desk" otherwise you would answer your phone. Consider leaving such statements out of your greeting unless you are actually away from the office, then say so and leave a date for your return. I recommend that you leave clear instructions as to what information you need from the caller. Reminder the caller to leave their phone number, best time to return the call and a brief subject.
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