What is Telephone Etiquette?
It is a custom or rules governing behavior regarded as correct or acceptable in social or official life, through a phone…
There’s more to good telephone manners than saying “hello” and “goodbye”. Even though you’re not speaking face to face, you still want to conduct yourself properly. Whether you’re calling for business or pleasure, whether you’re the caller or the callee, there’s no reason to practice bad telephone etiquette
The telephone; it is part of us. What would we do without it? It is as common as apple pie and summer sunshine. As much a part of our lives as learning to walk and talk and perhaps that is why we, at most times, give it little thought. Nonetheless, we do think about it, when we have had the experience of being treated rudely or abruptly while using this mode of communication. We bristle at the idea of someone’s brusqueness to us, and most probably never take thought of the times we have shown our bad manners while speaking on the telephone.
The tendency to be short and curt to salespersons is common. The feeling that they are, in fact, invading our privacy is a widespread notion and the fist inclination is to cut them off with a positive projection of irritation. Perhaps supposing this will discourage any return calls, “wish on!” Treating those person who call pitching a product without kindness, solves nothing and makes no validity, so why not include them in you simple and polite response, “no thank you, have a good day,” “good-bye.” This response is much less apt to raise your blood pressure and reduce your feelings of guilt later, for incivility over the telephone.
Correct way to answer the telephone:
The proper way to answer the telephone is “hello.” On the other hand, simply answering “yes” is a curt and inappropriate response. The person making the call draws a very quick conclusion, and that is, to think of that person as cold and aloof, and hesitate to communicate readily.
At times, someone other than the head of the house will answer the telephone. If that person is asked, “may I speak to Mr. ________ please,” the response should be, “one moment please, I will get him for you.” If the head of household is not available the response should be, “I am sorry, Mr. _____ is not available at this time, may I take a message?” This is simply a form of good manners, whatever form it may be expressed, thoughtfulness for the feelings of others. This person may be calling to offer a new job with great pay and benefits, who’s to know! What would he or she think if the answer to the question, “is Mr. _____ home please,” would be an abrupt “no.” This response would reflect negatively, on the actual person being called.
Making telephone calls:
Think about what time it is, when placing a call. You would not want to call when there is the possibility that person may be asleep. For example on a work morning before 7:00 a.m. would not be a good time. After 9:00 to 10:00 p.m. in the evening is not a good time, and remember to avoid calls around the usual period most people will be eating. Courtesy is expected when using the telephone just as if you are talking in person.
Give your name when the telephone is answered, before asking for the person you are requesting.
Dialing too quickly, or in inadequate lighting may be the cause of dialing a “wrong number,” never just hang-up. Express your apology, letting them know you have dialed a wrong number. To avoid disturbing another person unnecessarily dial carefully and make sure you can see the dial pad.
When speaking, think of the way you sound. Make sure you enunciate you words clearly and precisely. It is embarrassing to be asked to repeat what you are saying. Your voice reflects your courtesy, since that person on the other end of the line cannot see your facial expressions your “tone of voice” will need to express this.
Basic Good Manners, Telephone Tips:
* Let the telephone ring a reasonable length of time. It is frustrating to just get to the telephone and hear a dial tone.
* If you dial a number that is wrong, apologize, promptly and hang-up.
* Calling a business at or very near closing time is to say the least un-thoughtful. When it is time to go home, after a long day, do not delay them.
* State your name when placing a call. The game of “guess who this is” may not play very well to a busy friend.
* When speaking to anyone who is working and time is of the essence, make your call informative and short.
* Dial carefully and in proper lighting to avoid calling a wrong number and in-conveniencing others.
* Speak clearly while talking on the phone. It saves you from constantly having to repeat yourself.
* Never eat or chew gum while on a call. It makes it hard for the other party to understand what you’re saying and no one likes to hear e eating noises.
* If the party on the other end has dialed a wrong number, inform that person in a pleasant manner.
* Unless the person on the other end is being rude or abusive, it’s never polite to hang up without saying goodbye. Even if you’re ending the call on bad terms, it’s always best to say, “I’m sorry, but I must end this call now.”
* If you’re looking for employment or using your phone for business, you might want to re-think those amusing answering machines and voice mail messages. Most people don’t consider them professional and may not have time to listen to you tell a joke.
* When calling friends and relatives, be mindful of the time of day. 6:00 P.M. might be convenient for you, but will you be interrupting the other party during dinner? You might be an early riser or a night owl, but the other person’s sleeping habits might not reflect yours. It’s a good rule of thumb not to call someone before 9:00 AM or after 9:00 PM unless they’ve previously mentioned that it’s fine for you to do so.
* Always be considerate of those around you. Talking in a loud voice is disruptive.
* Keep track of how much time you’re spending on a call, especially if someone else needs to use the phone.
* Always have a pen and paper by the phone to take detailed messages.
