電話のかけ方の基本マニュアル【新人向けビジネスマナー】

Summary

This video provides a comprehensive guide for new employees on how to handle business phone calls with confidence and professionalism. It covers essential phone etiquette, including the best times to call, tips on leaving messages, and handling calls when the recipient is unavailable. Viewers are encouraged to prepare a phone call script to ensure clarity and minimize nervousness. The video also includes practical examples of phone conversations, highlighting key steps such as greeting, introducing oneself, and communicating clearly. By following these tips, employees can develop strong telephone communication skills and improve their workplace interactions.

Takeaways

• 😀 Avoid calling during busy times like the start or end of business hours, lunchtime, and Mondays. Be mindful of when the person is likely to be free.
• 📱 Limit calls to personal mobile phones, especially if no one answers. Avoid calling repeatedly to prevent being seen as persistent.
• 📞 Always leave a clear and concise voicemail if your call is unanswered. Include your name, company, and purpose of the call.
• 🔇 Call from a quiet location to avoid disturbing surroundings or sharing confidential information. Make sure you’re in a private, quiet space when making important calls.
• 🔄 If the person is unavailable, offer to call back at a more suitable time or ask when they will be available.
• 📝 Prepare a simple call script before making the call to reduce nervousness. Outline the call’s purpose, key points, and follow-up actions.
• 👋 Always greet the person politely, introducing yourself with your name and company at the beginning of the call.
• 📋 Clearly state the purpose of the call and keep the conversation focused and to the point to avoid unnecessary talk.
• 🤝 If you need to transfer the call, reintroduce yourself and make sure the person you’re speaking to knows why they’re being connected.
• 🕔 After the call, end politely by gently hanging up the phone, ensuring a smooth and professional conclusion.
• 🔁 Practice makes perfect. The more you rehearse your calls and scripts, the more comfortable and confident you’ll become in handling business phone calls.

Q & A

What are the key time periods to avoid when making a business call?

You should avoid calling during the start and end of the workday, lunchtime (typically from 12:00 PM to 1:00 PM), and on Monday mornings, as these times are usually busy for most companies. Additionally, calls should not be made outside of working hours unless urgent.

Why is it important to avoid calling a personal mobile phone multiple times in a row?

Repeatedly calling a personal mobile phone can come across as persistent and annoying. If the call isn't answered, it's best to leave a message or wait for a response instead of calling repeatedly.

What should you do if your call reaches voicemail?

Always leave a clear and concise message with your name, company, and the purpose of your call. For example, you should mention your company name, your reason for calling, and any follow-up actions, like calling back at a specific time.

What should you consider when making a business call from an external location?

When making a business call from outside the office, ensure you're in a quiet and private place to prevent the leakage of sensitive company information and to avoid distractions.

How should you handle situations where the person you are calling is unavailable?

If the person is unavailable, make sure to follow up by calling again at a later time. If the office staff suggests leaving a message or having them return your call, confirm the return time and make sure to call back as needed.

What are some effective strategies for reducing anxiety when making a business call?

Prepare a simple script or outline with the main points you want to cover. This can help alleviate the stress of forgetting key details or getting off track during the call.

What should be included in a call script for business calls?

Your script should include the purpose of the call, the key points you want to discuss, any follow-up actions in case of the person's absence, and any questions or clarifications you may need.

What should you do if you need to ask for a person’s availability during a call?

Always ask politely for the person's availability by confirming their schedule. For example, ask when they might be available to speak or if they would prefer you to call back at a certain time.

What is the correct way to end a business call?

To end a business call, make sure to summarize any key takeaways or follow-up actions, thank the person for their time, and then gently hang up without abruptly cutting the conversation.

Why is it important to be concise and clear when making business calls?

Being concise ensures that the purpose of the call is communicated effectively and respects the other person's time. It also prevents confusion and ensures that you convey all necessary information without overloading the recipient.