Communicating on the telephone is an integral part of business. However, with so many people using their cell phones anywhere and at any time, phone etiquette has become somewhat of a lost art.
Here are a few good reminders for all of us to brush up on our phone skills to make sure we are our best on the phone.
- State Your Name – Whenever you answer the phone it is highly recommended that you use a proper and polite greeting while announcing your name. This will show the person on the other end of the line that they have contacted a professional. It is also a great way to create a relationship with a potential client by being more professional and approachable on the telephone.
- Be Mindful Of Your Tone – Some people simply do not realize how loud their voice can be when they are on the phone. When speaking on the telephone it is important that you keep your voice at a comfortable level. Not only will this help limit the distraction of others, it will also be more comfortable for the person you are speaking with.
- Know When Not To Take A Call – If you are meeting with a client it is highly recommended that you avoid taking any calls during that time. When you take a call during a meeting, you are sending the message that the person on the phone is more important than the person you are speaking with in person. You should also avoid placing your cell phone on your desk or table during a meeting. This gives the impression that you are not giving the other person your full attention.
- Speaker Phone – It is typically not acceptable to use the speaker option when on a business call. If you have to use the speaker, it is important that you inform the other person that they are on speaker and that there are others in the room. This can help avoid embarrassing or uncomfortable situations.
- Voicemail – When you have to leave a voicemail you should keep the message short and straight-forward. Speak clearly and inform the person why you are calling. You should also not forget to leave your name and number; you’d be surprised at how many times people forget to leave their contact information in a voicemail. It is also helpful to say your phone number twice.