The Secret to Acing a Business call

Nico
Jun 28
6 min read

Updated: Jul 3

In the fast-paced world of modern business, calls whether it's with clients, investors or cold calls, can often seem intimidating for many people. Yet, many people overlook the fundamentals of how to execute a business call. It’s more than just talking; it’s about influence, clarity, confidence, and results.

So what’s the real secret to acing a business call?

It’s a combination of preparation, presence, and purpose with a few strategic tweaks that can make a massive difference. Here’s how to master the art of the business call.

1. Start With Intent: Know the “Why”

Before you even dial the number, ask yourself:

What do I want from this call?
What does the other person want?
Is there any purpose to this call?

Going into a call with no objective is like driving with no destination. Whether it’s closing a deal, gathering insights, solving a problem, or aligning on next steps, define your goal upfront. Whether its a 2-minute or 30-minute call it should have clear intentions.

2. Prepare Like a Pro

a) Know Your Audience

Research who you’re speaking with. Look them up on LinkedIn, Facebook or any social media. Understand their role, recent projects, and company. This isn’t about stalking, it's about context, so you know who you are speaking with.

b) Know Your Content

If you’re discussing numbers, have the data ready. If you’re brainstorming, prep the main points. If you're leading the call, create a simple agenda and share it ahead of time if possible.

c) Anticipate Questions

What might they ask? Where might they push back? If you can answer objections before they're raised, you come across as sharp and credible.

d) Have a script

Once you have and written down the previous three points it is always a safe idea to have all of these points created into some sort of a script so you know what you should be basing your conversation about and not rambling.

2a. Mind the Tech (and the Etiquette)

Whether it's Zoom, Teams, or a good old-fashioned phone, don’t let tech trip you up. Be prepared.

Check your connection, camera, mic, and lighting ahead of time.
Mute notifications. No one wants to hear Instagram pings or email dings.
If you’re on video, look at the camera—not the screen—when speaking. It mimics eye contact.

And, always be on time. Early is on time and this shows respect to the other person.

Make sure you are planning ahead and you are prepared for everything before you hop on to the call with the person on the other side.

3. Set the Tone Early

You don’t know how the persons day has been. So often the way you greet them, your tone of voice, and even your energy can set the stage for a good or bad call.

Tips for setting positive energy:

Smile while speaking—yes, even on the phone. It changes your tone.
Use their name early to create rapport.
Be calm and confident, not rushed or robotic.

Bonus Tips:

When you set the tone don't apolgise for taking their time remember you are giving them value it going to be worth their time, and get straight to the point.

When cold calling don't do the first point and also don't bother introducting yourself straight away get to the point you don't know what they were doing before hand and then later introduce yourself.

Also do not say or claim you are a cold call straight away or ever as you are more likely to lose the customer as most people tend to just end the call.

4. Be an Active Listener (Not Just a Talker)

Listening is your greatest competitive edge on a business call. Everyone loves to talk about themselves and the more you can make it about them the more important and valuable they will feel thus helping build greater rapport with the person you are speaking with.

Here’s how to do it right:

Don’t interrupt. Wait for pauses.
Reflect back what you hear: “So just to confirm, you're saying…”
Ask clarifying questions: “Can you expand a bit on that?”
Video call: nod your head make affirmation sounds
Agree with what they are saying: “I agree with you”

The better you listen, the more you understand their needs—and that gives you the ability to respond effectively and persuasively.

5. Use Strategic Silence

Building on the previous point, silence can be a power move because many people rush to fill every silence.

After asking an important question or making a point, pause. Let it land.

People often reveal more when there’s a pause. It shows confidence. And it gives space for reflection and honesty.

6. Speak with Structure and Simplicity

Don’t ramble. Business calls aren’t TED Talks.

This is how I like to structure the conversation:

Greeting and talk about common interest
Then move to the actually purpose smoothly.
Point: “Here’s what I suggest…”
Proof: “This worked in X situation with Y results…”
Benefit: “This would help your team do Z faster…”
Bounce Ideas of each other
Arrange an objective or conclusion and plan another possible meeting

This way, your ideas are easy to follow and harder to dismiss. Remember to have some sort of a script. Make sure you cover only the important bits, keep it simple and succinct. Remember no waffling do not go on and on about this one point it just sounds unprofessional.

7. Handle Difficult Conversations with Tact

Sometimes you will have a tough call, reach disagreement and have missed expectations.

Remember to stay composed, avoid blaming each other (especially them) and focus on working to a solution together.

Use phrases like:

“Let’s look at what’s possible moving forward…”
“I can see where you’re coming from. Here’s another perspective…”
“Would it make sense to try X as a next step?”

People remember how you made them feel during tense moments. Be the voice of calm clarity, do not come off as ignorant, arrogant, aggressive or defensive, this can all make it sense like you are losing control of the conversation and it makes you look unprofessional. Yes you can use phrases like the ones mentioned above but best to agree and hear them and play around with the idea and then try to move on to change to a different solution if it doesn’t work.

8. End with Action and Ownership

Too many calls end with vague conclusions like “We’ll be in touch.” That’s a missed opportunity.

Instead:

Recap key points and agreements.
Confirm next steps, responsibilities, and deadlines.
Send a short follow-up email within an hour, if needed.

Example:

“So to wrap up, I’ll send over the proposal by Thursday, and you’ll review it with your team next week. Let’s reconnect next Friday to finalize. Does that sound good?”

Clear. Decisive. Professional.

9. Review and Improve

Every business call is a chance to improve your game.

After the call, ask yourself:

What went well?
What could I have done better?
Did I achieve the outcome I wanted?

Over time, you’ll refine your intuition, your timing, your communication style—and your results.

Remember to analyze, analyze and analyze yourself at all times because this is the only way you will get better and improve your speech.

Even recording yourself on a business call or just yourself doing a practice speech and then go over and analyze what you did good or bad and be very self critical that is the only way you are going to get better.

Bonus: Call Tips

Believe you belong on the call.

Whether you’re speaking to a CEO, a potential client, or a skeptical stakeholder, remember:

You’re there for a reason.
You bring value.
You have the ability to drive outcomes.

Confidence isn’t arrogance—it’s quiet clarity. You don’t have to know everything. You just have to show up prepared, stay present, and act with purpose.

The Bar test

Think of yourself when you are on these calls like you are in a bar. In the sense that the conversation you are having is fluent and casual, not making it sound like you are talking directly off a script or sounding like a robot, people don’t like that it sounds fake. Be friendly and show lots of interest because just like if you were in a bar talking to a potential romantic interest asking lots of questions about them will make them feel super important.

Final Thought

Acing a business call isn’t about using the biggest words or being the loudest voice. It’s about connection, clarity, and credibility.

When you combine thoughtful preparation with authentic presence and actionable follow-through, you become a professional people want to work with and trust to get the job done.

So the next time your phone rings or the Zoom invite pops up, don’t just show up. Show up ready to ace it with purpose.

Ready to take your business communication to the next level? Start by mastering one call at a time.

Every great deal, partnership, or career opportunity begins with a great conversation.

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