Do phone calls stress you out?

Effective Phone Communication from the Perspective of Speech Language Pathology

As speech-language pathologists, we understand the critical role that effective communication plays in our daily lives, especially in business settings. Good phone communication skills can help establish trust, increase efficiency, and promote a positive image of oneself and one's organization. However, phone communication can also present challenges, such as difficulty hearing or being heard, misunderstandings, and decreased nonverbal cues.  In the current world of texts, FaceTime, and social media, kids grow up with fewer opportunities to make and receive phone calls and therefore often struggle in adulthood when faced with professional situations where they are expected to make important phone calls daily. This is when expertise on communication skills comes in handy.

Here are some tips for improving phone communication from a speech language pathology perspective:

1 Consider your environment.

Before making a call, find a quiet location where you can concentrate and be heard clearly. Avoid making calls in noisy or distracting environments, as this can affect the quality of the conversation.

2 Check your equipment.

Make sure that your phone or headset is working properly and that the volume is set at an appropriate level. This will help ensure that you can hear and be heard clearly. Decide ahead of time if you feel more comfortable holding the phone, using speaker phone, or headphones.

3 Speak clearly and at a moderate pace.

 When speaking on the phone, it is essential to speak clearly and at a moderate pace. This will help the person on the other end of the line understand you better and reduce the risk of misunderstandings.

4 Use nonverbal cues.

Although phone communication eliminates nonverbal cues such as facial expressions and body language, there are still ways to convey emotions and emphasis through your voice.  Use inflection, pitch, and pausing to add meaning to your words and make your message more impactful.  Smiling while your speaking can have a big impact on how your voice sounds over the phone.

5 Take notes before and during.

Before making a call grab a pen and paper.  Jot down a brief outline or a few bullet points that you want to bring up during your call.  This can help keep you on track during calls and avoid awkward lags in the conversation. During the call when the other person is speaking jot down notes for your response in order to avoid the impulse to respond too quickly.

6  Repeat and paraphrase.

If you are unsure if you have understood the other person correctly, repeat or paraphrase what you have heard. This will help ensure that both parties have a clear understanding of the conversation and reduce the risk of miscommunication.

7 Take breaks.

If you are having a long or complex conversation, take breaks as needed to avoid fatigue and maintain focus. Fatigue can affect your ability to communicate effectively, leading to misunderstandings or missed information.

8 Follow up in writing.

After a phone conversation, it is often helpful to follow up in writing to ensure that both parties have a clear record of the discussion. This can also help to reduce the risk of misunderstandings or missed information.

In conclusion, effective phone communication is essential in business settings and can be improved with awareness and practice. By following these tips, you can improve your phone communication skills, communicate more effectively, and achieve your goals in a professional and efficient manner.  If you need more individualized assistance learning these skills a speech-language pathologist is the ideal person to help.