telephone communication in business

 

Despite the rapid changes in technology over the years, the importance of telephone communication in business still remains. The advantage of actually speaking to your customers and co-workers in many cases is often more effective, personal, appropriate, and time-saving than written communications such as email and texting. If you are looking to update your current telephone system, switching to a cloud service, or installing a brand new system, we can help you make the right decision. Contact Network Telecom today – we can answer all of your telecommunications questions and guide you through the selection process.

 

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The Importance of Telephone Communication in Business

Technology has changed at an incredible rate over the last number or years, however, the importance of telephone communication in business has remained. Newer technology such as email, texting, and social media is great however it does have its limitations and cannot totally replace telecommunication. Even though the telephone is used less and less in personal settings, there is still an important place for it in the business setting.

The devices that you use to make a phone call may be different than those that you used in the past, but the advantage of making contact with your customers and co-workers by speaking to them instead of merely sending a written message has not. Here are 5 reasons why talking with someone on the telephone is still important for your business.

 

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1. Talking With Your Customers on the Telephone is Much More Personal

Next to talking to your customers face-to-face, a phone call is the best way to connect with them on a personal level. Speaking with them is much more personal than an email, text, or social media message. If you are looking to build rapport with your customers, then actually talking with them on the phone goes a long way to developing a solid relationship.

 

A telephone call can help you build rapport with your customers

A telephone call can help you build rapport with your customers

 

2. Tone is Very Important for Effective Communication and Your Tone Can Come Through More Clearly on a Telephone

According to a study done by Dr. Albert Mehrabian, Professor Emeritus of Psychology, UCLA, there are three elements in any face-to-face communication: words, tone of voice, and body language. Mehrabian discovered that these three elements “account differently for our liking for the person who puts forward a message concerning their feelings: words account for 7%, tone of voice accounts for 38%, and body language accounts for 55% of the liking.

Written communications only have words to convey a message which accounts for a very small percentage of effectiveness for building rapport with your clients. If you can add the advantage of tone of voice by talking with your customer on the telephone, you can greatly increase your effectiveness.

 

Your tone can come through in a telephone conversation

Your tone can come through in a telephone conversation

 

3. You Can Get an Immediate Response When You Talk on the Phone

If the person that you are calling is able to take your call right away then you can get an immediate response. Unlike emails, texting, and social media communications which rely on the person finding the time to respond to you, you can often get your question answered or conduct the business that you need to do, right away, without having to wait.

 

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4. Leaving a Voice Mail is Usually Easier and Your Message is not Limited to a Number of Characters

If you are unable to reach the person that you are phoning, then you do have vocal backup: voice mail. Leaving a voice mail is much easier and faster than typing a detailed text message or email on a tiny keypad on your mobile device, and it doesn’t have the restriction of only using a certain number of characters like some social media sites such as Twitter. Leaving a voice mail message also has the advantage of tone as well; you can sound as pleasant and accommodating as you would like in your message.

 

Leaving a voice message is easier than texting on a small mobile device

Leaving a voice message is easier than texting on a small mobile device

 

5. Sensitive Issues are Better Handled By a Telephone Call

Sensitive and confidential issues such as condolences and disciplinary problems should really be done using a personal phone call. If you take the time to make a call, you are saying that this issue is important and you are giving it the value that it deserves. If you don’t give the opportunity for a two-way conversation when it comes to sensitive topics, then your message could be misinterpreted and also seem cold and uncaring. It is also important to remember that a text or email could inadvertently be seen by someone that shouldn’t see it perhaps due to the recipient’s settings, or sending it to a wrong recipient by mistake, or by forgetting that you have it up on your screen when a co-worker comes over to your desk.

 

Sensitve issues are better dealt with over the phone instead of sending an email or text

Sensitive issues are better dealt with over the phone instead of sending an email or text

 

6. Phone Calls are More Confidential Than Written Messages

Once a text or other written message has been sent, it can become a legal document that may be retrieved as evidence even long after it has been deleted. Even though some businesses monitor and record telephone conversations that take place between customers and employees for training purposes, you do need to be notified that it is being recorded.

 

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7. You Can Use a Hands-free Device to Talk on the Telephone While Driving; You Can’t Text

If you need to communicate with your customers or co-workers while you are driving, the only option for you is to use “a cell phone with an earpiece, headset or Bluetooth device using voice-activated dialing”  according to the Ontario Ministry of Transportation.  It is illegal to text or send emails while you are driving.

 

Texting while driving is illegal

Texting while driving is illegal

 

8. Teleconferencing is a Cost-Effective Way to Communicate Within Your Company

Teleconferencing is a wonderful option to bring employees together from all over your organization, especially if you have remote offices. It can be done at a fraction of the cost of travelling to meetings and booking meeting facilities. Each member of the call can use a toll-free number with an access code to join in the virtual conference room where you are able to interact effectively with the chairperson and other attendees. Often these calls can be done in conjunction with video conferencing over the Internet so everyone can see presentations and ask and answer questions.

 

Teleconferencing is a great way to save on travel costs

Teleconferencing is a great way to save on travel costs

 

Looking for Video Conferencing Support for Your Business?

Network Telecom can assist you if you need to upgrade your existing video conferencing equipment, purchase a new video conferencing system, or need technical support on your existing video conferencing equipment for your business. Network Telecom offers same day parts, labour, and technical support for all of your video conferencing needs and we are available 24 hours a day, 7 days a week, 365 days of the year.

Network Telecom Can Help You Choose the Best Business Phone System

Network Telecom can also help you choose a phone system that is right for your business. Whether you are looking to have a new phone system installed or your current system updated, we are here to offer advice. In addition, if your phone system is not working as it should, our trained technicians are available to help 24 hours a day, 7 days a week, 365 days a year. We carry a huge selection of parts in order to quickly solve any components issue you are experiencing. If you are having a telecommunication or networking issue, we can resolve it quickly and professionally.

In addition to our accredited and certified technical expertise, we offer:

Contact us today for all of your telecommunication questions and concerns; we’d be happy to help you.

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The Importance of Telephone Communication in Business