What to Do When You Hate Making Business Phone Calls

Let's face it, not everyone likes making phone calls, particularly in this time when more and more of us resort to texts or emails.

However, there are times when business calls must be made and if you dislike making phone calls these experiences can provoke a lot of anxiety. Yet there are ways to make the process tolerable, and one can even learn to enjoy the experience of making business calls. Yes, we said enjoy!

Here are several ways to improve your skills on the phone.

Write down what you plan to say. Obviously, if possible, you want to create a script for the phone call. How detailed that script is depends upon your comfort level. Some people find it easier to write everything down word for word while for others it's enough to jot down some key points. Having a clear understanding and written guide for your business calls can reduce your anxiety and make the calls proceed more smoothly.

Practice with a partner. You might be fine practicing your phone script a few times on your own but it's always more helpful to practice with a partner and to ask for feedback. Working with another person can provide you with a better sense for how to handle the conversation as it veers off your script and prepared remarks.

Relax. Practice some deep breathing and other relaxation techniques, including visualizing a successful and pleasant phone conversation.

Make the phone call privately. If you work in a cubicle you might want to schedule a conference room to enable you to have more privacy for the call. Having the nearby ears of your co-workers listening in on your call can provoke anxiety so don't hesitate to find a more private place in the office for the conversation.

Practice makes progress. View each call positively and as an opportunity to get better. The more calls you make, the easier it will become and the less anxiety you will experience when you need to make important business calls in the future.

You don't have to be paralyzed by anxiety or discomfort when talking on the phone and it doesn't have to hold your career back it you take a few small steps to improve the experience of making business calls. 

High 5 Weekly Career Transitions Roundup: 3 Myths That Are Killing Your Productivity

This is our weekly roundup of some of the best career-related articles, interviews, blogs, etc., we've read during the week. We share them so you have some great resources to prepare you for the coming week. Enjoy!

• 3 Myths That Are Killing Your Productivity: "Some people are naturally more productive in the later hours, while many peak midmorning. Figure out what works and get on a schedule that allows you to get enough sleep."
• 10 Tips for Phone Interview Success: "In the age of technology, you need to be extra cognizant of outside distractions. Mute other phones, email and text alerts along with any incoming call notifications, as they can disrupt your conversation and train of thought."
• How to Hold a Productive Meeting in 7 Minutes or Less: "There’s no sitting down during these meetings; everyone stands up because it forces people to move and think a little faster, without the luxury of getting too comfortable."
• 5 Choices Every Job Seeker Makes: "How you job hunt says a good deal about your character, inquisitiveness and personality. And, you'll get different results when you stay up to date and carefully position yourself among your competitors."
• How to Handle the Imposter Syndrome: "One of the greatest barriers to moving outside your comfort zone is the fear that you’re a poser, that you’re not worthy, that you couldn’t possibly be qualified to do whatever you’re aiming to do."

High 5 Weekly Career Transitions Roundup: Bust out of Your Comfort Zone

This is our weekly roundup of some of the best career-related articles, interviews, blogs, etc., we've read during the week. We share them so you have some great resources to prepare you for the coming week. Enjoy!

© Bellemedia | Stock Free Images & Dreamstime Stock Photos

• Bust out of Your Comfort Zone: "Exposing your mind and character to new people, places, and things is its own reward — it helps you become a more interesting (and interested) person. And it makes you more self-aware, which ultimately makes you more professionally effective."


• How to be Unforgettable: "When meeting for the first time, many people fill silences by talking about themselves; turn the conversation around and ask them about their interests. And once they’re talking, be engaged in what they have to say."


• 7 Ways to Succeed in a Video or Phone Interview: "Appearing on screen can feel awkward, so if you don’t regularly use Skype then have a few practice runs with friends to get used to it."


• Networking for Those Who Avoid Small-Talk and Strangers: "When you have a 'wingman' at your side to help highlight your accomplishments at networking events, it can give you the confidence you need to approach others and break into conversations."


• Developing Your Strengths at Work: "You can boost your levels of optimism and self-belief by imagining what might be possible in the year ahead if everything went as well as possible and you were using your strengths each day."

Effective Phone Interviewing Tips

Phone interviews are typically conducted early in the interview process. Preparing and being mindful of how you communicate can lead to a more effective phone-based job interview. Considering that the first five minutes are crucial to success in a phone interview, don’t leave anything to chance.

Prior to the call, research the company as you would with any other interview and write out potential interview questions and answers. Being able to use notes is an important benefit of phone interviewing; however, you don’t want to sound like you’re reading a script. Practice your responses to potential interview questions in advance.

If at all possible, use a landline for better sound quality and reliability. Find a quiet spot, preferably in an office with the door closed, so you can maintain focus and be fully engaged. Don’t be tempted to text, check emails, or do other work during the call.

It’s important to make a friendly first impression. Although the interviewer won’t see your smile, he or she can sense it over the phone. Initially, thank the interviewer for the opportunity and add a comment or two to project a comfortable mood. Sound interested in the interviewer and the company.

If you are unsure of a question, ask for clarification. If you don’t know an answer, it’s best to simply say so rather than rambling and trying to come up with something. This is a common mistake people make, and it typically ends in disaster.

In the absence of body language or gestures, your tone of voice matters more than ever. Sound upbeat, and let your personality shine through without sounding too casual.

Phone Interviews: Another Interviewer Tool

Phone interviews are used by some employers as a technique for screening candidates quickly and more cost effectively. They are particularly beneficial when interviewing long-distance candidates. Phone interviews are typically shorter in duration; often lasting around 30 minutes,and as such, questions exploring experience, skills, and strengths are less in-depth.

For some, phone interviews can seem less intimidating than in-person interviews. It may be easier to get comfortable in your own environment, and to focus on the questions and responses without the concern about physical appearance. You can also have reference information at your fingertips, for example, your resume or notes to help you answer anticipated interview questions.

One important thing to consider with a phone interview is that you are unable to communicate through or respond to the other person’s non-verbal body language. You will have to rely on voice quality to convey your interest and enthusiasm in the job and company. And, you won’t be able to fully interpret the interviewer’s receptiveness to you or your responses.

So whether a phone interview feels more comfortable to you or limiting, it is a formal form of interviewing many employers use. As such, like any interview, it requires you to be prepared and do your best. If done well, it can often advance you to the next interview step.

Seven Tips to Improve Your Professional Appearance on Your Next Phone Interview

Normally, you think of professional appearance for an in-person interview. However, your professional image is just as important when talking on the phone. In fact, it may be even more important because phone interviews are usually used for the initial screening interview. If you don't make a good first impression, you probably won't get that second chance to improve!

Here are several details you may normally overlook. Follow these tips to improve the phone interviewer's perception of your overall professional appearance.

• Dress for the interview.  Get out of your pajamas or sweats and look the part. When you look the part, you will feel the part and it will positively impact your performance.

• Use a land line and a hands-free headset if possible. If you must use a cell phone, ensure well before the interview that the room in which you plan to conduct the interview has acceptable reception.

• If you have a home office or desk, this is where you should sit to conduct the interview. Try to avoid looking out a window and avoid the temptation to surf the Internet or play computer solitaire during the interview.

• Don't forget to smile during the conversation. A smile on your face often conveys itself through your voice. If possible, set up a mirror in front of you when you interview. You may feel silly, but making eye contact with yourself will strengthen the confidence in your voice and will remind you to smile.

• Arm yourself with information. For some unknown reason, people tend to prepare less when they are conducting a phone interview. Stand out from the crowd by having your resume, the job posting, your research on the company, your pre-prepared questions for the interviewer, a list of your accomplishments and skills, and your calendar on the desk in front of you.

• Watch your tone of voice. Inject enthusiasm into your voice without talking too fast. Be careful to speak slowly without droning on in a monotone.

• Remove all distractions such as animals or children. Turn off the telephone and your cell phone or silence any additional phones in the room. Don't type on your computer during the interview. You would be amazed at how much can be heard in the background of your call.

Strategies for Success in Non-traditional Interviews, Part 1

Last week I talked to you about my attendance at an annual HR Forum where we discussed hiring practices with national and global HR and hiring managers. One of the main things I confirmed in talking with these professionals is that the process of landing a job is changing dramatically. Along with the changing job search process, the traditional face-to-face one-on-one interview is also evolving.

Let's examine two of the most common non-traditional interview practices, their unique challenges they pose to you, and establish the best strategy to achieve success in these interviews. I will address two additional methods on Thursday.

Panel Interviews - While the concept of a panel of 2 to 5 people conducting interviews is not really that new, the fact that a larger number of companies are using this method is new.

Challenge: Any time you get more than one person conducting an interview, you find that each one comes into the interview with different opinions, objectives, and agendas. The biggest challenge is to find out as much as you can, in advance, about who will be interviewing you.

Strategy: When you are called for the interview, ask the caller about the interview process. Ask who you will be interviewing with, whether it will be one-on-one or a panel, and if it is a panel who will be on the panel and what positions they hold in the company. Some other tips:

• When answering a question, focus your attention on the person who asked the question. However, be sure to make eye contact with each person on the panel - whether they are asking questions or not - during your answers.
• Try to take a seat where you can make eye contact with everyone on the panel, such as the head of a conference table.
• Bypass your seat and approach each panel member to introduce yourself. Shake hands with each member of the panel before taking your seat whenever possible.

Phone Interviews - The phone interview is often used as an initial screening tool. In these cases, the call consists of 5 to 7 questions that assess your qualifications and serve to assess your viability as a candidate. However, the phone interview is used as a more in-depth tool - especially for positions that are not in close proximity to where you currently live.

Challenge: The biggest challenge with the phone interview is the lack of face-to-face contact that hinders your ability to "read" the interviewer's reaction to your answers and make that personal connection. In addition, you may be tempted to multi-task during the phone call because you are not in-person.

Strategy: Prepare for the telephone interview in the same way as the traditional interview. Have your notes and research in front of you so you can reference these materials as needed. Sit at a desk or a table in a room that holds no distractions for you. Some additional strategy tips:

• Without the added benefit of non-verbal communication, you must pay extra attention to your tone of voice. Speak clearly, but speak with enthusiasm and clearly state your interest in the position.
• Dress professionally for the interview, as though you were going to an in-person interview. You will feel more prepared and professional than if you do the interview in your pajamas and sweats.
• Don't forget to smile, it can be heard in your tone of voice. If possible, put a mirror in front of you and address yourself in the mirror. You will be amazed at the change in your tone of voice!

5 Ways to Make Sure you Ace your Next Phone Interviews

Employers often use the phone interview as a screening tool to evaluate potential candidates prior to an in-person interview. These interviews are a critical first step toward your successful job search. Take these interviews seriously, don’t just “phone it in.” In other words, just like an in-person interview, the more prepared you are, the greater your chances of success.

Prepare in advance and have your materials handy
Do your research on the company, prepare your list of features and benefits you can offer the company, and write out the questions you want to ask. Spread your materials across a desk or table top so that you can easily grab them as needed during the interview.

Make sure you have a good phone connection
There is nothing worse than trying to have a conversation with someone that keeps dropping calls, or that you can not hear because of a bad connection. Use a landline whenever possible. If that is not an option for you, ensure you are in a location that has good cell service to avoid bad connections. Consider using a quality headset so that your hands can be free to grab your materials as needed.

Avoid distractions
Kids, dogs, televisions, and radios are just a few examples of the type of background noise you want to avoid during a phone interview. These items will be a distraction to both you and your interviewer and will detract from your level of professionalism. Find a quiet place where you can avoid any distractions during your phone interview. Also avoid eating, drinking, smoking, or chewing gum during the phone call.

Overcome the fact that they can’t see you
Since you are not face-to-face, they can’t see your facial expressions and it is more of a challenge to ensure your personality shines through. It may feel a bit strange, but set up a mirror in front of you when you are doing a phone interview. Make eye contact with the mirror and your voice will become more confident. Smile at yourself during the interview and they will hear the smile in your voice.

A few other non-verbal communication tips:

>Be sure that you are speaking clearly and a bit slower than normal to ensure they understand what you are saying.

>Avoid sarcastic remarks or jokes that may fall flat without the context of facial expressions.

>Dress professionally during the phone interview to remind yourself of the situation. It is hard to be professional when you are interviewing in your pajamas!

Follow up just like an in-person interview
During the interview, be sure to get the interviewer’s name and job title. When the interview is complete, send them a thank you note. Thank them for their time, remind them of what you discussed that makes you a good candidate for the job, and express your desire to move forward in the interviewing process.

Establishing Rapport in a Phone Interview

Often the interview process starts with a phone interview. One of the biggest challenges in a phone interview is establishing rapport with the interviewer. Without observing facial expressions and body language, it is hard to get a good read on how the interviewer is reacting to you and your responses. However, paying attention to auditory clues like those listed below can help you assess the impression you’re making on the interviewer:

Pitch (how high or low the voice is overall)
Tonality (pitch change from high to low)
Speaking pace
Voice volume

Auditory clues can indicate personality characteristics. For example, a soft voice may be perceived as timid, while a loud voice may convey assertiveness. Be aware of auditory clues during your conversation, and consider whether you might use those clues to adjust your speech accordingly. For example, if the interviewer speaks very quickly, it may suggest the desire for efficiency and hint at an energetic nature. If you, in turn, speak slowly, it may frustrate the interviewer or suggest you are less than excited about the job.

Before a phone interview, try recording your responses to some typical interview questions and play them back to get an idea of how you sound. What auditory clues are you sending to an interviewer? Practice varying your pitch, volume, speed, and tonality. Pay close attention to how you sound while discussing achievements or talking about why you’d be an asset to an organization. Are you helping to sell yourself by conveying enthusiasm in your tone?

Here are some additional tips about phone interviewing that can help you make a good impression on the interviewer:

Find a quiet place and avoid interruptions
Keep your resume and list of achievements handy for reference
Dress professionally; If you feel professional, you’ll speak more professionally
Warm up your voice prior to an interview
Smile when you’re speaking to convey friendliness
Stand if you think it will help you convey a stronger voice
Avoid simple yes and no answers
Recognize when you’ve sufficiently answered a question, and then stop talking so as to avoid sounding nervous
Enunciate your words; use correct grammar and complete sentences
Be enthusiastic and confident