Whether you are on your mobile phone, at home, or at work, the following are 8 helpful telephone etiquette tips that everybody should always use.
- At the beginning of a call always identify yourself.
- A) When you are at the office, always answer your phone by saying: “Good Morning/Hello, Accounting Department, Sandy Smith speaking.”
- B) From your cell phone, either state your name or just say Hello. “Hello, Sandy Smith here.” Don’t answer your phone by saying something like “yes” or “yeah.”
- C) Whenever you place a phone call, you should always say your name and the name of the individual you are calling to speak to. Example: “Hello this is Sandy Smith from ABC Incorporated. May I please speak with Mr. John Doe?”
- Pay attention to what the tone of your voice sounds like. Don’t sound too pushy, aggressive or overly anxious. It is very important for your tone to convey confidence and authority. When talking on the phone don’t lean back in the chair.
Tip: During your phone conversation either stand up or sit up straight in your chair. Use a tape recorder when at home for privately recording your own phone conversations. Then you can hear the way you sound to other people.
- Think through precisely what you are planning to discuss and say before placing your call.
Tip: Write down the questions you need to have answers to and the topics you would like to discuss. Anticipate ahead of time and expected you will be sent to voicemail. You should plan for your message to be as specific and direct as possible. Ask the individual to respond to specific questions or alternatives. Don’t just say, “Hello, this is Sandy, please return my call.” At the very least, state the reason for your call and what you would like the individual to call you back about.
- Don’t let interruptions happen during your phone conversations. Don’t have side conversations with other individuals who are around you. The individual you are on the phone with takes precedence over somebody who walks by you while you are talking on the phone or walks into your office.
Tip: If you absolutely have to interrupt your conversation, tell the person you are speaking with, “Please excuse me for just one moment, I will be right back.” After you return to the call, tell them, “Thank you for waiting.”
- Especially whenever you are leaving a message, speak slowly and clearly. Don’t use idioms, slang or broken phrases. Always leave your return phone number in your message, including your area code. Speak slowly and repeat your phone number at the very end of your message.
Tip: Try practicing leaving your phone number, by stating it aloud slowly, the way you’ve heard a telephone operator state numbers.
- Develop the habit of turning your cell phone ringer every time you enter a training class, theater, restaurant, meeting or another place where others would be disturbed or it would interrupt the purpose of your visit by your ringing cell phone.
Tip: If you’re expecting to get an important phone call, let your caller know you are going to be in a meeting over a certain time frame and let them know you will be monitoring your message indicator and will excuse yourself from the meeting so that you can return their call.
- Always use a low and even tone of voice when speaking into the phone receiver. Especially when you are talking on your cell phone while out in public, make sure you monitor how loud you are talking.
Tip: Slightly move your phone ear piece from your ear so that you can hear yourself talking. Find out whether you are talking too quietly or too loudly for the other individual to hear you. A Bluetooth speaker can also help here as it allows you to speak at room voice and this means not having to speak directly into a headset. There are a wide selection that can play music and also take calls as they have microphones – check out the best Bluetooth portable speakers here.
- Don’t let other activities distract you while you are talking on the phone, like talking to somebody else, working on your computer, eating and chewing or rustling papers. Most important of all, while you are driving don’t talk on a hand held cell phone. Get a speaker phone or headset for your car.
Tip: Make sure to treat each caller with the ultimate respect and courtesy through giving the person your undivided attention.