How can you sound more professional and confident?

1 Speak clearly and confidently

One of the most important aspects of phone etiquette is to speak clearly and confidently. This means using a friendly and polite tone, avoiding filler words and slang, and articulating your words well. You also want to modulate your voice to avoid sounding monotone, bored, or nervous. A good way to practice this is to record yourself speaking on the phone and listen back to how you sound. You can also ask for feedback from someone you trust, or use online tools that can analyze your voice and give you suggestions on how to improve.

2 Listen actively and attentively

Another key aspect of phone etiquette is to listen actively and attentively to the other person. This means paying attention to what they are saying, showing interest and empathy, and asking relevant questions. You also want to avoid interrupting, talking over, or arguing with the other person, as this can make you sound rude and disrespectful. Instead, use verbal and non-verbal cues to indicate that you are listening, such as nodding, saying "uh-huh", or repeating back what they said. You can also summarize the main points or action items at the end of the conversation to show that you understood and followed the discussion.

3 Prepare and organize your thoughts

Before you make or take a phone call, it is helpful to prepare and organize your thoughts. This means having a clear purpose and goal for the call, knowing what you want to say and ask, and having any relevant information or documents ready. You also want to have a pen and paper or a note-taking app handy, so you can jot down any important details or reminders. By preparing and organizing your thoughts, you can sound more professional and confident on the phone, and avoid rambling, stuttering, or forgetting what you wanted to say.

4 Use appropriate language and etiquette

When you are on the phone, you want to use appropriate language and etiquette that suits the context and the audience. This means avoiding jargon, acronyms, or technical terms that the other person may not understand, and explaining them if necessary. You also want to avoid using profanity, sarcasm, or humor that may be offensive or inappropriate. Additionally, you want to follow some basic phone etiquette rules, such as greeting the other person by name, introducing yourself and your role, asking for permission before putting them on hold or transferring them, and thanking them and saying goodbye at the end of the call.

5 Be respectful and courteous

Finally, one of the best ways to sound more professional and confident on the phone is to be respectful and courteous to the other person. This means being polite and friendly, using words like "please", "thank you", and "I appreciate it", and apologizing if you make a mistake or cause any inconvenience. You also want to be respectful of the other person's time and availability, and avoid calling them at odd hours or too frequently. By being respectful and courteous, you can build trust and rapport with the other person, and make a positive impression on them.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?