When asking someone to speak more softly or not to speak loudly, it's essential to be polite and considerate to avoid causing offense. Here's a respectful way to approach the situation:
Choose the right time and place: Find an appropriate moment when the person is not in the middle of a conversation or a task. Also, make sure you are in a relatively private setting to discuss this matter.
Stay calm and composed: Approach the conversation calmly and avoid sounding frustrated or irritated, as this might make the other person defensive.
Use "I" statements: Frame your request using "I" statements to avoid sounding accusatory. This places the focus on your feelings and experience rather than criticizing the other person.
Express your concern: Start by expressing your concern or discomfort with the loud volume. For example, you could say, "Hey, I wanted to talk to you about something. I noticed that the volume of your voice is a bit loud when we speak on the phone."
Explain the impact: Let the person know how their loud speaking affects you or others. For instance, you might say, "When the volume is high, it can be a bit challenging for me to concentrate, and I thought it might be helpful to discuss this."
Be understanding: Acknowledge that speaking loudly might not be intentional and that they may not even realize it. Show empathy and understanding.
Offer a solution: Suggest a potential solution to the problem. For instance, "Would you mind speaking a bit softer during our phone conversations? It would be really helpful for me, and I'm sure it won't cause any inconvenience."
Ask for their input: Encourage open communication by asking for their thoughts on the matter. You could say, "Is there anything I can do to make our phone conversations more comfortable for you as well?"
Thank them for their understanding: Regardless of their response, thank them for being receptive to the conversation and showing understanding.
Remember, everyone communicates differently, and it might take some time for the person to adjust their volume. Be patient and appreciative of their efforts to accommodate your request.