In today’s digital world, business communication often takes place over emails and messages. However, a well-handled business phone call can still be one of the most effective ways to build strong relationships with clients, colleagues, and partners. The key to a successful call lies in making it personal—ensuring that the person on the other end feels valued, respected, and engaged.
How to Make a Business Phone Call More Personal
👉If you’re wondering how to make your business phone calls more personal, here are some best practices that can help you create meaningful conversations and lasting professional relationships.
1. Start with a Warm and Personalized Greeting
Instead of jumping straight into business, take a moment to greet the person warmly. Use their name and, if appropriate, mention something personal that makes the conversation feel genuine.
✅ Example:
Instead of: “Hi, I’m calling regarding our meeting next week.”
👉 Try this: “Hi [Name], how are you doing today? I hope you had a great weekend! I wanted to discuss our upcoming meeting quickly.”
A little warmth can go a long way in setting the right tone for the call.
2. Show Genuine Interest in the Person
Before diving into business, take a moment to ask about the person’s well-being or interests. If you know something about their background, recent events, or shared experiences, mention it.
✅ Example:
“I heard your team just launched a new project—congratulations! How has the experience been so far?”
👉This simple touch makes the conversation feel less transactional and more relational.
3. Listen Actively and Respond Thoughtfully
The most personal thing you can do on a phone call is truly listen. Avoid interrupting, give verbal affirmations (“I see,” “That makes sense”), and summarize key points to show you are engaged.
✅ Pro Tip: Take notes while listening and refer back to them later in the conversation.
👉Why it matters: Active listening makes the other person feel valued and heard, creating a stronger connection.
4. Use a Friendly and Natural Tone
Your tone of voice plays a huge role in how personal a call feels. Speak in a warm, natural, and conversational way rather than sounding robotic or overly formal.
✅ Tips for an engaging tone:
- Smile while talking (it actually makes your voice sound more pleasant).
- Use slight variations in tone to sound more natural.
- Avoid monotone or rushed speech.
👉A friendly tone makes the conversation more approachable and enjoyable for both parties.
5. Reference Past Interactions
If you’ve spoken with the person before, reference something from your last conversation to show that you remember and care.
✅ Example:
“Last time we spoke, you mentioned you were working on a big client pitch. How did that go?”
👉Why it works: It shows you are invested in the relationship, not just the transaction.
6. Be Mindful of the Other Person’s Time
While personal touches are important, you also need to respect the other person’s time. Keep the call focused yet warm—balancing personal connection with efficiency.
✅ Example:
“I know you have a busy schedule, so I’ll keep this brief, but I wanted to quickly check in about…”
👉Why it works: This approach shows consideration and professionalism while keeping the conversation engaging.
7. End on a Positive Note
Wrap up the call with a friendly and appreciative closing. Thank the person for their time and, if appropriate, express enthusiasm for your next interaction.
✅ Example:
“It was great catching up, [Name]! I appreciate your time, and I’m looking forward to our next conversation. Have a great day!”
👉A warm farewell leaves a lasting impression and strengthens professional rapport.
Final Thoughts
Making a business phone call more personal doesn’t mean making it overly casual—it’s about creating a genuine and engaging conversation that fosters trust and connection. By following these simple but effective practices, you can make your business calls feel more meaningful and impactful.
So the next time you pick up the phone, remember: a little personal touch goes a long way in business relationships.
🚀 What are your favorite ways to make business calls more personal? Let us know in the comments!