A telephone, particularly the mobile phone, has become an integral part of any office-goer today. You are expected to have a mobile phone so that you are always contactable and so you can contact anyone when you so wish. But, here’s the catch – You should not contact anyone at ANYTIME you wish. No, that would be insensitive, impolite and unprofessional.
Some tips on professional phone etiquette:
-Keep your ring tone soft so that you don’t startle others.
-If there are people around you, step away to make/take the call.
-If you can’t hear, don’t shout on the phone. Tell them you’ll call back!
-Never lose your temper on the phone. Never lose your temper, ever.
-Switch your phone to ‘Silent mode’ while in a meeting.
-During a meeting, if you must excuse yourself, apologise, step out to take the call but return quickly.
-Keep calls brief, always. A phone is meant to serve you, not the other way around.
(Read Productivity Killers @work)
-Listen, more than you speak (it’s difficult, but try it).
-Introduce yourself before asking who is at the other end, both when you make or take a call – eg,. ‘Hello, this is William…’
-End the call with a pleasantry – ‘Have a good day’, ‘Thank you for calling’ or ‘All the best’. You could also say, ‘It was nice talking to you,’ depending on the discussion.