How to Advise Coworkers on Speaker Phone Usage

Communication may be changing but being polite stays constant.

Workers are busier and more connected than ever. Near constant use of personal and office technology, especially cell phones and PDAs, is a fact of life to which we all are growing accustomed. The rules of etiquette, however, are constant. It is the role of human resource officers to ensure that workers respect each other and don't prevent coworkers from being able to do their job because of one worker's loud cell phone conversation or phone conference held on speakerphone in the middle of a cubicle row. Before calling HR, however, a polite conversation with a coworker may help to resolve issues.

Instructions

Request a Quick Talk in Private

1. Be direct. Tell your coworker that loud conversations on the phone are disturbing and prevent you from concentrating on your work. Ask the coworker not to do this anymore. Have this conversation in a closed-off area to avoid inviting other coworkers to gang up on the offending party.

2. Notify the coworker of any policies in place regarding use of personal cell phones or the proper use of office phones, if they exist. Spell out exactly what is allowed in terms of speaker phone usage. Suggest if the coworker needs to have his or her hands free during a call, headsets may be ordered to assist.

3. Suggest the coworker abide by the 10-foot rule if no policy is in place. That is, whenever possible, ask the coworker to find a quiet place to have these calls that is at least 10 feet away from others who are working. Suggest the coworker use an available office or conference room if available. If the coworker uses a cell phone, suggest he or she use break time to go outside to make that call.

4. Demonstrate the sensitivity of a cell phone microphone if the offending coworker is using a cell phone speakerphone at work. Call the coworker from your cubicle and speak in the audible level that is appropriate to the office environment and ask if the coworker can understand everything that you are saying.

References

• Society for Human Resources Management: Cell Phone Use Policy
• Inc. Magazine: Workplace Cell Phone Policies
• Psychology Today: Taking the Fear, Angst & Dread Out of Difficult Conversations

Resources

• Pacific Employers: Telephone and Cell Phone Policy
• Kelly Services: Use Proper Cell Phone Etiquette at Work