Tips on Phone Etiquette
Being aware of appropriate telephone etiquette can be beneficial for many different life situations, from working a job as a customer service agent or a receptionist, to placing a simple order through the phone. In daily life, it is a good idea to get a solid grip on the ins and outs of proper telephone manners.
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Clarity
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One of the most vital aspects of good phone etiquette is speaking clearly. After all, since the person can't see you moving your mouth through the phone, they have to rely entirely on the sound of your voice. Body language is out the door, so it is up to you to talk in a slow, deliberate and precise manner.
Identification
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Whether you are picking up the phone or dialing the call yourself, it is always important to make sure that you properly identify yourself. Do not keep the person on the other end of the line guessing your identity.
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Volume
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Always avoid speaking loudly when on the phone. Maintain your normal tone and volume when speaking. This is helpful both for the person on the other end of the line and for those who are surrounding you, especially if you are in an office setting. Avoid coming across like you are shouting, and keep your tone friendly and polite at all times.
Wrong Numbers
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Before making a phone call, it is always a good idea to double check the number to make sure it is correct. However, if by accident you do dial the wrong number, make sure to apologize and state that you put in the wrong number, and then proceed to hang up. Do not simply hang the phone up without saying that you are sorry and identifying that you made a mistake.
Brevity
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If you are making a phone call to a busy individual, particularly if it is for a work-related situation, try your best to ensure that the conversation is as concise and short as possible to avoid wasting her time.
Listening
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When on the phone, it always is smart to listen and not interrupt a person when they are speaking. To show that you are listening, it can be a good idea to repeat back information the other party has stated. This can also help you to remember any pertinent details that he may have said.
Voicemail
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If you make a phone call and are directed to voicemail, make sure that your message is brief, clear and not rambling. In order to avoid the possibility of leaving a long and confusing message, prepare beforehand by writing one out.
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References
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