Write down the person’s name and phone number on a sheet of paper. Also write down all that you want to ask the person on the phone. Think about the answers that you need and that will bring about the questions that you need to ask.
Relax by taking a deep breath before making the call. Some people get nervous talking on the phone. Make sure this nervousness doesn’t come through in the call. People can be so uncaring when it comes to people who are not confident. They look as them as someone who can’t cause trouble and that won’t make any difference.
Be precise. Make your questions as to the point as possible. Don’t beat around the bush. Most people on the phone are being reviewed not only by quality but by quantity as well. They get upset when someone takes so long getting to the point.
Take notes. This is very important. You don’t want to waste time making a second phone call to ask the same thing you asked before. Write it down and get as much information as you can. If you don’t understand something, speak up and ask the person on the phone to clarify.
Speak without mumbling. Open your mouth and make sure you are using your lips, teeth, and tongue correctly when speaking. A good book to read that you should be able to get at your local library is “The Art of Speaking Made Simple” by William R. Gondin and Edward W. Mammen. It actually gives diagrams to show you how to display your tongue, teeth and lips.
Be upbeat and polite. Always be polite when speaking and have a positive tone. Allow the tone in your voice to reflect polite, respectful, kind, and cheerful. It makes it easier for the other person on the phone to communicate with you.
Listen carefully and allow the person to speak. Limit your interruptions. Sometimes you'll need to interrupt but it usually is very rude to do so. There will be time to speak when the person is done speaking. If you do not want to forget something that you were going to respond with, then write it down as you are listening to the individual on the phone. He or she may answer your question without you having to ask it if you just listen carefully.