Facts on Phone Etiquette
It is just as important to be polite and follow basic rules of etiquette when speaking on the telephone as it is when dealing with a person face-to-face. Phone etiquette provides guidelines that can lead to clearer telephone communication as well as improved personal and business relationships.
Other People Are Reading
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Phone Voices are Important
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When other people are present, especially in an office setting, the person using the telephone should keep her voice's volume low. This avoids annoying and distracting others. People physically present also take precedence over a caller. When speaking to someone in person, voice messaging systems should be switched on and calls should be returned later. If this is not feasible, the phone should be answered and a brief message taken.
Voices reflect emotions. When speaking on the phone, the tone of your voice should reflect the correct emotion for the conversation. For example, the person on the other end of the line can detect boredom, interest and happiness. When answering the phone, smiling and saying "Hello" conveys friendliness and approachability.
Honesty is Best when Exchanging Phone Numbers
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Although it is important to be polite, the first rule of exchanging personal phone numbers is that you should never do so unless you feel comfortable. Safety should always be considered first. There are polite ways to decline when asked for a phone number; your response should thank the person for asking. Fake numbers should never be given as this gives hope to the person asking and can lead to anger or hurt when he discovers that he has been given a false number.
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Phone Message Should Be Clear
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It is important to be prepared to take phone messages. Keeping a pad of paper and a pen next to the telephone avoids searching for them while the caller waits. A properly taken message includes the caller's full name and, if applicable, the company she represents. The nature of the call should be recorded, along with the time that the call was taken and a good time to call her back. The message should then be delivered to the intended recipient as soon as possible. It is also important to politely advise the caller that the person she seeks is unavailable at the moment without giving her too much information about why he is not available as he may not wish that information to be shared.
When leaving a phone message with another person, keep the message short and sweet, offering only important information such as your name, phone number, nature of the call and a good time to call back. Be courteous of the time that the other person is using to take the message.
Cell Phone Etiquette
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The basic rules of phone etiquette apply to cell phones with a few additions. Cell phones should be silenced or switched off in public places, particularly during meetings and public performances. Additionally, voices and ringer volumes should be kept low and 100 percent of a person's attention should be on the people she is with. It is also important to avoid multi-tasking, such as answering a cell phone while driving.
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References
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