Proper telephone etiquette is very important. Remembering to use proper telephone etiquette, whether answering the phone or making phone calls, leaves callers with a favorable impression of you, your department. Following are some helpful hints that will help to make your phone conversations more effective.
A few key things to remember when it comes to phone etiquette:
- Using phrases such as “thank you” and “please” are essential in displayed a professional atmosphere.
- Listen actively and listen to others without interrupting.
Don’t make people dread having to answer their phone or call your department.
Whether at work, at home, or on your mobile phon
e, here are 8 solid telephone etiquette tips everyone should be displaying at all times.
1. Announce your name when picking up the phone.
When answering your phone, use a proper greeting and announce your full name. Using your first name alone can sound too informal for every professional call and using only your last name can sound too abrupt.
2. Always be aware of your speaking volume.
Some people just don’t know how loud they are, especially when their attention is focused on the person on the other line. People still need to be reminded to speak in a quiet, conversational voice .You should also be aware of your surroundings because you never know who’s paying attention to your conversation.
3. Don’t answer your phone when meeting with others.
At a meeting or meal, if you answer a call, you’re basically telling the person you’re meeting with that someone else is more deserving of your time than they are. If you are expecting an important phone call during your meeting and there’s no way you can reschedule it, then make sure to let the person you’re meeting with no ahead of time. This isn’t the best scenario, but if it happens, you can say “I have to answer this” and briefly explain why before taking the call.
4. Don’t place your phone on the table when meeting others.
This is another way of showing the person you’re meeting that they’re not worth your time. Even if you don’t actually answer the phone, it can be distracting.
5. Respect quiet zones.
If you’re in the middle of a meeting or a conference, it’s rude to have your phone go off and disrupt the speaker and everyone in the audience. The easiest fix is turning on the vibrate button on your cell phone.
6. Choose a normal ring.
You need to consider what you use as a ringtone and think about how other people are going to react to it.
7. Let the other person know when you have them on speaker phone.
If you must put someone on speaker phone, make sure you immediately let them know who else is in the room with you.
8. Don’t leave long voicemails.
Saving time is one of the major reasons people give for not listening to their messages so when they do, don’t leave them long-winded ones. Make your message quick and straightforward.
Telephone techniques are built from a few basic rules and principles. In fact, telephone etiquette can be summarized in one word: COURTESY. Unfortunately, courtesy is not something people are used to being shown routinely in the business world. If the caller is a potential customer and you are courteous to him, you have an excellent chance of gaining a new customer. If he is an existing customer, you’ll keep him for life!
( International Trainer, Motivator & Coach
Edexcel Level – 4 Btec Professional Award ( UK)
ITOL Diploma in Coaching Excellence (UK) )