If your boss makes you feel nervous and less confident, incoming phone calls can cause feelings of anxiety.The best way to deal with phone calls from your boss is to practice professional phone manners at all times, and to be prepared to receive assignments and inquiries related to your job.
Step 1: Within two to three rings, answer the phone call.
This makes you seem productive.It seems as though the caller isn't a priority if you answer the phone too early and wait too long.You should do this regardless of who calls you.Since every co-worker, client, and vendor will be more receptive to a professionally polite demeanor, don't reserve this or any other point of phoneiquette for when your boss shows up on your caller ID.You can't be sure when your boss is calling from another line.
Step 2: You can use a professional greeting.
Try to be pleasant when you answer the phone.If you know your boss is on the other end of the line, you can say, "This is John Smith."If you have multiple departments, you might want to include your department in your greeting.Even if you suspect your boss is calling, you should state the name of your company when you answer the phone.You could say, Good afternoon!John Smith is talking.How can I help you?
Step 3: Swallow food or spit it out.
If you are unable to answer the phone in time, your next option is to complete the action in a quiet and discreet manner.Talking with food or gum in your mouth can make you sound bad, and can be detected by the caller on the other end.
Step 4: Speak into your mouth.
Problems can be caused by miscommunication between you and your boss.Poor audio quality and muffled talking can make it difficult for your boss to communicate with you.As you answer the phone, try to smile.Your boss can hear a smile through your voice and tone.If you work in industries associated with sales and customer service, this can reflect well on your boss.
Step 5: Give your boss the attention he deserves.
You have to pay attention when your boss is on the phone.Be prepared to listen to what your boss says, even if it's an assignment you're working on.When your boss is talking to you, avoid responding to external distraction.If a co-worker walks into your office while you're on the phone, politely gesture to your phone in your hand to indicate your inability to speak.
Step 6: Take notes as you talk to your boss.
If your boss gives you important information such as times, dates, addresses, or directions for a specific task, this helps you stay prepared.You can ask your boss any questions you want in return.You can keep a notepad and pen in the top drawer of your desk.You can take notes on phone calls if you have a notepad nearby.If you don't have a notepad but you are sitting at your computer, you can open a blank document and take notes.Be aware, however, that your boss will be able to hear any loud typing you do, and that you need to take extra care to demonstrate active listening, so that they don't wonder if your keyboard clicks are related to the conversation.
Step 7: Stay calm, stay calm.
If you need a sip of water, take a few deep breaths.Symptoms of anxiety can be heard over the phone, especially if you are breathing hard or have a shaky voice.Staying calm helps you feel more in control.If you know your boss is going to call, you can take a short walk.It is possible to walk around your office or department.Make sure you have enough time to get to your boss's phone call.Try some deep breathing if you need to calm down.Hold for another three seconds, then quietly exhale for four to five seconds.Increased oxygen should help you clear your mind.
Step 8: Listen active at all times.
It is important that you clearly understand what your boss is telling you over the phone.You don't need to be afraid to ask your boss to explain things that you did not understand the first time.Even if you have a clear understanding of your boss's instructions, it is a good idea to ask for clarification or to confirm details periodically.It might be simple to summarize the instructions in your own words.You assure your boss that you were paying attention and presenting an overall professional demeanor by demonstrating active listening.
Step 9: Answer to the point.
This allows your boss to get to the root of the call without being distracted.Most of the time, your boss is busy and just wants information about the reason he or she called.If your boss asks for all the details, try to deliver what he wants.Again, this does not mean that you should not ask for clarification.If your boss is busy, it's better to ask your question now than later on when you'll have to fix your mistakes.If you have more questions than time allows, ask your boss if there is another co-worker or a set of written instructions that you can refer to.
Step 10: Have your head nod throughout the conversation.
A verbal head nod is a statement such as "yes," "okay," and "I see."The verbal head nod should be placed in the right place.Before making this sort of remark, wait for a pause after an instruction or explanation.
Step 11: A positive attitude is maintained during the call.
A positive can-do attitude shows your boss that you are competent and not afraid of taking on challenges.Discuss possible resolutions with your boss when he calls about a problem.Even if your boss criticizes your work, be as receptive as possible.Discuss possible solutions to the point of critique after you acknowledge the criticism.You should not make excuses for past mistakes or issues if you voice honest concerns about going forward.You should make "I" statements when you have to explain past problems.This makes it difficult for your boss to respond to angry or negative statements.If your boss calls to speak with you about a project that you didn't finish on time, say "I ran into problems gathering resources" instead of "You did not give me all the resources ontime."
Step 12: Thank you for taking the time to call.
Thanking your boss for calling you is a great way to show your appreciation for his or her time.If your boss is calling to explain a project, express a concern, or critique your work, it is important to say thanks for taking the time to call.The goal is to demonstrate your eagerness to do a good job on the tasks given to you, and to thank your boss for the time he or she spent with you.
Step 13: When possible, answer the call.
If your boss calls you after hours, you should answer the phone as long as it doesn't interfere with your work priorities.If you started this job in the past six months, it's even more true.If you are willing to communicate with your boss after work hours, you will show your dedication to the company.You should respond to your boss as soon as possible if you can't answer the phone.If this is the case, you should listen to the voicemail and call your boss back within a few minutes.Depending on company culture and the nature of the call, you may be able to get away with a quick text or email explaining the delay if a phone call is impossible.
Step 14: Look at your company culture.
Your employer may expect you to remain in contact via phone and email regardless of time of day or week.If you want to keep working there, you need to accept this as part of your company's culture.Inform your co-workers if you don't know what the protocol is.It is perfectly acceptable to delay response for a few hours, or you will discover that everyone else answers immediately.Follow through if you find out what the expected response is.
Step 15: Take action according to the situation.
During an after hours call, you should always be positive and polite.You need to take a look at each situation individually before making a decision.If your boss is offering a general critique or set of instructions, it's a good idea to take notes during the conversation, but you're free to resume your previous non-work activities after the call ends.If the matter isn't urgent, you can usually save the action for later in the day.You'll need to handle the emergency according to your boss's wishes, on the other hand.
Step 16: Evaluate your job satisfaction.
There is no guarantee that your boss will have reasonable expectations for you.It might be time to look for a new job if your boss calls you after hours and makes you unhappy.Unless your workplace is unionized, you are probably an "at will" employee who can be terminated at any time.It's possible that your boss will fire you if you don't answer after hours.