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What are the best ways to end a phone call with a virtual team member?

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Working with a virtual team can be challenging, especially when it comes to communication. Phone calls are one of the most common and effective ways to connect with your remote colleagues, but how do you end them gracefully and professionally? Here are some tips to help you wrap up your phone conversations without awkwardness or misunderstanding.

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Juhi Narula

Linkedin Top Training and Development Voice 34K +Soft Skills Trainer, CAT,GRE,& GMAT Verbal Coach, Content…
Sean E. Whitten

Director of Strategic Partnerships | Access, Diversity, and Equity in the Enrollment Management Process & Profession
Nandhini Sakrapani

Personal Branding Strategist | Certified Corporate Trainer (Soft Skills) | Leadership | Team building | Communication |…

1 Confirm action items

Before you say goodbye, make sure you and your team member have a clear agreement on what needs to be done next, by whom, and by when. Summarize the main points and outcomes of the call, and ask for confirmation or feedback. This will help you avoid confusion, missed deadlines, or duplicated work later on.

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Nandhini Sakrapani

Personal Branding Strategist | Certified Corporate Trainer (Soft Skills) | Leadership | Team building | Communication | Campus to Corporate
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In my experience Make sure you team member has got clear picture of what needs to be done . Ask for a feedback to ensure the team member has understood your point of view If not make a one to one meeting in Teams or Google meet. These will help to avoid confusions and work more effectively.

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Vikram Harshwardhan

Executive -Admin department at Ener industries pvt Ltd| MBA in Chandigarh University| Article writer| IRDA cleared
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From my point of view, you should clear all points which you discussed with him/her that he/she understood or not before saying goodbye. Ask feedback from him/her about conversation, you should ask that there is any confusion or not.

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Onyinye Onyejiaka

Product & Project management Professional| Mentor
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In my experience, before ending the call, it is important to take a moment to recap the key action items discussed during the conversation. This helps in ensuring that everyone including myself understands their responsibilities and what needs to be done moving forward. You do not want to assume that everyone got it. Confirming action items before the next meeting can help hit the ground running during the next meeting.

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2 Express appreciation

A simple thank you can go a long way in building rapport and trust with your virtual team member. Acknowledge their contributions, insights, or efforts during the call, and show that you value their time and input. You can also use this opportunity to give positive feedback or recognition, if appropriate.

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Onyinye Onyejiaka

Product & Project management Professional| Mentor
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In summary, I would say that showing appreciation fosters positive relationships and encourages collaboration. It is important for team leads to take a moment to thank their virtual team members for their time, input, and contributions during the call. Team members also want to appreciate everyone for their time. It indicates politeness and knowledge of culture.

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3 Set expectations

If you need to follow up with your team member, let them know when and how you will do so. For example, you can say, "I'll send you an email with the details of the project by tomorrow" or "I'll call you again next week to check on your progress". This will help you establish accountability and transparency, and keep the communication lines open.

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4 Use a friendly sign-off

Depending on the tone and context of the call, you can choose a suitable way to end it with a friendly note. For example, you can say, "It was great talking to you" or "Have a nice day" or "Take care". Avoid using abrupt or rude phrases, such as "Bye" or "Talk to you later" or "I have to go". You can also add a personal touch, such as asking about their plans for the weekend or wishing them well for a special occasion.

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5 Wait for the other person to hang up

One of the most common mistakes people make when ending a phone call is hanging up too quickly or too slowly. This can create a bad impression or a sense of disconnect. To avoid this, wait for the other person to hang up first, or ask them if they have anything else to add before you do. This will show that you are respectful and attentive, and that you are not in a hurry to end the conversation.

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6 Review and reflect

After the call is over, take a few minutes to review and reflect on how it went. Did you achieve your objectives? Did you communicate clearly and effectively? Did you listen actively and empathetically? Did you handle any issues or conflicts well? What can you improve or do differently next time? By doing this, you will be able to learn from your experience and enhance your phone etiquette skills for future calls.

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7 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?

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Juhi Narula

Linkedin Top Training and Development Voice 34K +Soft Skills Trainer, CAT,GRE,& GMAT Verbal Coach, Content Creator Mentor @MBAWallah by PW
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Toward the end of your call, briefly list the action steps that need to take place to move forward. End it with a genuine good bye and enthusiasm for the future.

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Sean E. Whitten

Director of Strategic Partnerships | Access, Diversity, and Equity in the Enrollment Management Process & Profession
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Signing off a virtual call is a lot like a Midwestern goodbye- you have around nine stages where you’re about to leave and give indication, verbally note last items, and give a round of goodbyes that end up into another conversation(potentially). We are social animals and the virtual goodbye is a difficult one, especially for remote employees who may have that moment as their only connections to the team. Allowing the flow of conversation to continue with patience, empathy, and active listening and engagement will allow you to have the sign off that comes most naturally, when the inevitable lull comes, it’s an easy way to move into the silence and fill it with a motion to move on, say goodbye, or simply sign off.

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What are the best ways to end a phone call with a virtual team member?

1

2

3

4

5

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1 Confirm action items

2 Express appreciation

3 Set expectations

4 Use a friendly sign-off

5 Wait for the other person to hang up

6 Review and reflect

7 Here’s what else to consider

Virtual Teams

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What are the best ways to end a phone call with a virtual team member?

1

2

3

4

5

6

7

1 Confirm action items

2 Express appreciation

3 Set expectations

4 Use a friendly sign-off

5 Wait for the other person to hang up

6 Review and reflect

7 Here’s what else to consider

Virtual Teams

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