How to Use a Telephone Properly

Contributor

By TWApple
eHow Contributing Writer

Article Rating: (4 Ratings)

In today's world of text messaging, e-mail, and cell phones, sometimes the proper way of communicating over the phone is lost in the hustle and bustle. This guide is a return to basics for telephone etiquette and use.

Difficulty: Easy

Instructions

Take a Message

Step 1

Answer the phone politely. If the call is not for you, ask whether you can take a message. If prompted and you have the information, inform the caller when the person will return.
Step 2

Write the person's name and number legibly. Be sure to repeat the number back to the caller for verification and ask for spelling if required.
Step 3

Ask the caller when the best time would be to return the call and record this information on the message.
Step 4

Politely say goodbye to the caller and wish them a good day.

How to Talk on the Phone

Step 1

Clear your throat and, if possible, take a sip of water before dialing the number or picking up the phone.
Step 2

When the person you are calling answers the phone, greet them appropriately (whether the call is for business or personal reasons will influence this) and always identify yourself. If the person who answers is not who you'd like, politely ask "May I please speak with So-and-So?"
Step 3

Try not to speak over the other person. If they talk while you are, it's possible their phone blocks out your voice while they're talking.
Step 4

If calling for technical support or other customer service, have all relevant information present before calling; this will save both the caller and the assistant time.
Step 5

Observe all social graces on the telephone that you would in person (i.e., "Yes, thank you", "please", etc.). Remember to speak at a normal pace so that the other person can understand you.
Step 6

When speaking on the phone, try to breathe through your nose away from the voice uptake, so as to prevent a windy sound to the other person.

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TWApple said

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on 2/20/2008 There are enough people who didn't get these rules at age 4, which is evident to many people to whom I've spoken over the telephone. And over the Internet, now, as well...