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5 Simple Rules of Phone Etiquette

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Proper telephone etiquette can help to secure business deals and improve conversation skills.

Whether you're answering the phone at home or the office, it's important to keep a few rules of etiquette in mind. Practicing courtesy when using the telephone will help you make a good impression, and is instrumental in effective communication as well.

  1. Speak Clearly

    • When you pick up the phone, it's important to speak up and clearly so the person on the other end can hear what you are saying. It's also best to have a pleasant tone of voice when answering the phone. This can serve as an effective marketing tool, and will encourage callers to continue contacting your company. When answering the phone at home, speaking clearly can help you convey pertinent information to friends and family.

    Greet Callers

    • When answering the phone at a business, it is best to state the name of the business, as well as a phrase like "How may I assist you?" A simple "Hello" is sufficient when answering the phone at home, although some people choose to greet the caller and state their family name, e.g., "Hello, Johnson residence."

    Be Brief

    • If you call a business and talk to a professional with a hectic schedule, it's always best to make the conversation as brief as possible as a sign of respect. Discussions can be longer on a casual call, but if the person you're speaking with lets you know they need to get off the phone, it is improper etiquette to prolong the conversation, especially if the subject matter is not urgent.

    Place Callers on Hold

    • Whether you're answering a call from home or a business, proper etiquette suggests asking the caller if you can place them on hold. Every 30 seconds or so, it is polite to take the caller off hold and inform them of the status of their request, e.g., "the person you need to speak with will be with you shortly." If you're on a personal call and think the hold time will be lengthy, it may be best to tell the other person you'll call them back.

    Leave Messages

    • If you need to leave a personal or business message, be sure to clearly state your name, return phone number, and the reason for your call. Make your message as short as possible, and remember to state the best time for the person to return your call.

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  • Photo Credit telephone image by Vasiliy Koval from Fotolia.com

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