Phone calls can be challenging when you're having a bad day. You might feel stressed, frustrated, or overwhelmed by the demands of your customers, colleagues, or managers. However, you can still handle phone calls professionally and effectively by following some simple tips. Here are six ways to cope with phone calls when you're not feeling your best.
Before you answer or make a phone call, take a moment to breathe and calm yourself. Remind yourself that the person on the other end is not the cause of your bad mood, and that you can handle the conversation with respect and courtesy. Try to adopt a positive and helpful attitude, and avoid taking things personally or getting defensive.
It's delicate yet crucial how you handle the situation when you are having a tough day. The fact of the matter is how soon you overcome such obstacles. Being in HR we have ups and downs and one must be prepared to handle such kind of situation as an experience person you would better know how to handle the situation. Few things that I follow: 1.Analysis the situation what went wrong and what better could have been done. 2. If you are a music lover, step out and hear some good music that will calm you down. 3. If you are a nature lover, step out and see things around you that make you feel rejuvenate. 4. Take a deep breath and let go off the negative energies. 5. Remember why you started a job, keep that motivation high. Smile :)
Relax - Get that blood moving and breathe in some fresh air. Treat Yourself- Listen to a soothning music before you pick that call and Let your heart do what it’s good at and get that blood pumping. Listen actively - as ignoring calls when you're not in the mood to talk can be bad because it can come across as rude or disrespectful to the person on the other end of the line. It's important to find a balance that works for you and the people in your life even if its your BAD DAY !!! Be kind..!
By consciously calming yourself and adopting a positive, helpful attitude, you set the stage for a more constructive and respectful exchange. This perspective shift acknowledges that misunderstandings can easily arise in communication, and by avoiding taking things personally or getting defensive, you promote a more harmonious and productive interaction. In essence, it's about maintaining control over your emotions and reactions, and recognizing that respectful and courteous communication can lead to more positive outcomes in any conversation.
If you know the purpose of the phone call, do some research and gather the information you need beforehand. This will help you avoid confusion, delays, or mistakes that could worsen your mood or irritate the caller. If you don't know what to expect, have some notes or scripts ready to guide you through common scenarios or questions. You can also use a headset or speakerphone to free your hands and improve your posture.
One of the most important skills in phone communication is listening. When you're having a bad day, you might be tempted to interrupt, argue, or zone out. However, this will only make the situation worse and damage your relationship with the caller. Instead, listen carefully and attentively to what the caller is saying, and use verbal and non-verbal cues to show your interest and understanding. For example, you can nod, smile, say "uh-huh" or "I see", and paraphrase or summarize the main points.
Another key skill in phone communication is clarity. When you're having a bad day, you might ramble, mumble, or use vague or jargon-filled language. However, this will only confuse the caller and waste time. Instead, speak clearly and confidently, and use simple and direct language. Avoid filler words, slang, or acronyms that the caller might not understand. Also, keep your sentences and messages short and to the point, and check for comprehension and confirmation.
Sometimes, phone calls can be emotional or difficult, especially if the caller is angry, upset, or dissatisfied. When you're having a bad day, you might feel like snapping back, ignoring, or dismissing the caller's feelings. However, this will only escalate the conflict and damage your reputation. Instead, express empathy and appreciation for the caller's situation and perspective. For example, you can say "I'm sorry to hear that", "I understand how you feel", or "Thank you for sharing that with me". This will help you build rapport and trust with the caller, and show that you care and want to help.
After you finish a phone call, especially a stressful or challenging one, give yourself some time to relax and recover. You can do some stretches, drink some water, listen to some music, or do anything that helps you unwind and recharge. This will help you prevent burnout and cope with the next phone call better. You can also seek support from your colleagues, friends, or family if you need to vent or get some advice.
Seeking personalized support and guidance from your immediate network, including your manager, is also encouraged. Sometimes, sharing while having a good listener on the other side can be very helpful.