If you work in a virtual team, you probably have to deal with phone calls in noisy environments from time to time. Whether it's a busy street, a crowded cafe, or a loud office, background noise can affect your communication and professionalism. How can you handle phone calls in noisy environments without compromising your quality and productivity? Here are some tips to help you out.
The first and most obvious tip is to find a quiet spot to make or take your phone calls. If you have the option, choose a location that is away from traffic, people, or machinery. You can also use a closed room, a booth, or a corner that has some sound insulation. If you can't find a quiet spot, try to reduce the noise level by closing windows, doors, or curtains, or by moving away from the source of the noise.
Avoid the natural tendency to raise your own voice. Mobile/cell phones especially will give what you are saying the best transmission, without you having to shout. Also noise cancelling earpieces will help.
When handling calls in noisy environments, finding a quiet spot is the first step. If that's not possible, noise-canceling headphones can be a lifesaver. Speak clearly, using a moderate volume and tone. Utilize the mute function when not speaking to minimize background noise. Always summarize key points to ensure clarity and offer to reschedule if the noise is too disruptive for a productive conversation.
One thing that I have found helpful involved looking for a place for a quiet conversation. Places I have used include: Unoccupied meeting rooms, Hallways, Stairwells, and the Company cafeteria at off hours.
Et si vous appreniez à ne pas décrocher lorsque l'environnement n'est pas quali ? (genre dans le tram, le métro ou à la cantoche !) L'immédiateté n'est pas toujours une amie (se respecter soi, respecter l'autre). Un message personnalisé SMS permet de décaler l'entretien dans un endroit plus propice.
Another tip is to use noise-canceling headphones that can filter out unwanted sounds and improve your hearing and speaking quality. Noise-canceling headphones work by creating an opposite sound wave that cancels out the ambient noise. They can also have a microphone that picks up your voice and blocks out the background noise. However, noise-canceling headphones are not perfect and may not work well in very loud or variable environments. You should also test them before using them to make sure they are comfortable and compatible with your phone.
A third tip is to adjust your volume and tone according to the noise level and the situation. You don't want to shout or whisper, as both can be annoying and hard to understand. You want to speak clearly and confidently, using a normal or slightly higher volume and a lower or higher pitch depending on the type of noise. For example, if the noise is low-pitched, like a rumbling engine, you can raise your pitch to stand out. If the noise is high-pitched, like a siren, you can lower your pitch to avoid interference.
A fourth tip is to use mute and pause when you are not speaking or when you need to deal with a sudden noise. Mute can help you prevent unwanted sounds from interrupting your conversation or distracting your listener. Pause can help you gather your thoughts, check your notes, or wait for the noise to subside. However, you should not overuse mute and pause, as they can create awkward silences and make you seem uninterested or unprepared. You should also inform your listener when you are using mute or pause and why, and resume the conversation as soon as possible.
Now with the returns to office and not always finding quiet spaces it is necessary to sometimes get creative to minimize the outside noises that can disturb the flow of a meeting. Using the mute functionality has to become second nature and if you are not speaking then you must stay on mute. Just remember to always unmute yourself before you start speaking.
A fifth tip is to confirm and summarize what you and your listener have said and agreed on during the phone call. Confirming and summarizing can help you avoid misunderstandings, miscommunications, or missed information caused by the noise. You can also ask your listener to repeat or clarify anything that you did not hear or understand clearly. You should also take notes of the key points, actions, and deadlines that were discussed and follow up with an email or a message to confirm them in writing.
Following up with email to summarize the call is a best practice. Leaves no question as to what was discussed and any deadlines established.
A sixth and final tip is to apologize and reschedule your phone call if the noise is too loud, too frequent, or too disruptive for you to have a productive and professional conversation. You should not force yourself or your listener to endure a bad phone call that can damage your relationship and reputation. You should also not pretend that everything is fine when it is not, as that can lead to frustration and confusion. You should be honest and polite, explain the situation, apologize for the inconvenience, and suggest a better time and place to talk.
Most telephony applications (Zoom,Teams, etc.) have settings to help compensate and drive out background noise. Try using these settings in addition to using noise cancelling headphones.