Tactfully and politely addressing someone's behavior, such as speaking loudly during a phone conversation, is essential to maintain a positive and respectful interaction. Here's how you can communicate this request effectively:
Choose an appropriate time and place: Wait for a moment when you are both relaxed and not in the middle of an intense conversation. It's best to address the issue privately to avoid embarrassing the person.
Use a calm and respectful tone: Begin the conversation in a friendly and non-confrontational manner. Avoid sounding critical or judgmental, as this could lead to defensiveness.
Acknowledge their input: Start by acknowledging the importance of the conversation and their thoughts. For example, you can say, "I appreciate our conversation, and I value what you have to say."
Express your concern: Politely mention that you've noticed the volume of their voice and that it's a bit loud. Be specific about the situation without blaming or shaming them. For example, "I noticed that your voice is a bit loud during our phone calls."
Use "I" statements: Frame your request using "I" statements to avoid sounding accusatory. For instance, say, "I find it a bit challenging to focus when the volume is high" rather than "You are speaking too loudly."
Provide a reason: Explain why you are making the request without making it personal. You could say, "I'm in a quiet environment, and a lower volume would work better for me."
Offer a solution: Suggest an alternative that could work for both of you. For example, you can say, "Would you mind speaking a bit more softly? It would help me hear you better and maintain a smoother conversation."
Be understanding: Be empathetic if the person has a reason for speaking loudly, such as hearing difficulties or being in a noisy environment. You can acknowledge this while still expressing your needs.
Thank them: Always end the conversation with appreciation for their understanding and willingness to adjust. For example, say, "Thank you for understanding; I really appreciate it."
Remember, communication is a two-way process. Be open to their response and be prepared for the possibility that they may not be aware of their loud volume or might need time to adjust their behavior. The key is to approach the situation with kindness and respect, fostering a positive and considerate conversation.