Smartphones have entered our lives so tightly that we can’t imagine even a day without the gadget in our hands. Nevertheless, many people are still unaware that there is exceptional phone etiquette. It is especially relevant for effective workplace communication. By following unwritten guidelines, you will become a pleasant and courteous interlocutor with whom you want to do business. To avoid unpleasant situations and stress, we recommend reading the ten rules of phone etiquette. Telephone conversations are also very important in the job search. A good resume is just as important. Fortunately, there are many cover letter editing services available.
A telephone conversation is one of the types of modern communication. Observing the rules, you will be able to conduct the dialogue clearly and concisely, without wasting time and effective results. Especially these tips will be relevant for business negotiations. Clearly and concisely state your thoughts, try to avoid parasitic words, long speeches, and excessive emotionality. So the person on the other end of the line can understand – they are talking to a professional. Let’s skip the trite advice about how to say hello and introduce yourself to the person you’re talking to, and consider the less obvious rules.
1. Choose a Good Time
If you need to make a business call, the ideal interval will be from 12:00 to 18:00. “Owls” have time to wake up, and “larks” have already done a lot of work and will be ready to talk. At 6:00 p.m., the workday usually ends. Try to call a little earlier so as not to catch the person on the road. Also, don’t forget to ask if it’s convenient for you to talk now. Most likely, the answer to the call is already a sign that it is convenient, but it is better to ask. If you are asked to call back at a specific time, try to honor the caller’s request.
2. Don’t Call Often.
Often the phone is always with us, especially at work when we have many tasks to do. Dial the number you want and hold it for 30-40 seconds. If there is no answer, it means that the person is busy or does not want to pick up the phone. After a while, you can try again, but only once. According to the rules of etiquette, the person should call back himself and clarify the essential questions. Of course, there are exceptions to every rule. In emergencies, you can call as much as necessary, but the reason must be genuinely compelling.
3. Put Food Away.
During the conversation, don’t eat or drink. Extraneous sounds, slurping or chugging, sounds disgusting and will instantly ruin the impression of you. Also, do not chew gum, smoke, or retort with others.
4. When to Pick Up the Phone and Call Back.
You shouldn’t pick up the phone right away because you can embarrass your conversation partner. Remember yourself: you need to tune in before calling a stranger, including during a few rings of waiting. If they answer instantly, you can get confused and doom the conversation to failure. Wait a few seconds before you pick up the phone. One more nuance: it’s rude to hang up on a call. Either don’t pick up the phone or answer it and promise to call back when you are free. If you were busy at the time of the call, call back at the first opportunity. For familiar numbers, this is an obligatory rule. For unknown numbers, the moment is ambiguous. If your work involves a constant flow of new contacts, by all means, call back. In the case of a “stray” number – as you wish. Another point – the connection was interrupted. It would help if you didn’t try to call each other simultaneously, listening to short beeps. According to the rules of etiquette, the initiator of the call should call back.
5. Notify the Person You are Calling on Speakerphone
Sometimes it is necessary to use the speakerphone for convenient conversations. Important: Do not use the speakerphone without prior notice! Make sure you inform the person you are talking to that you want to talk on speakerphone. If the other party objects to this format put the phone into standard mode. Do not use the speakerphone function in public places. You will only make strangers uncomfortable. They are unlikely to be interested in your conversation, but it will tickle their nerves for sure.
6. Forget About Holding Back.
It’s the height of bad manners to make another person wait. If there is a parallel call during the conversation, do not put the first person on hold to answer the second. Unless it is an important call or an emergency, in such cases, first apologize for the inconvenience, ask to reschedule the ring, and only then call the “parallel” contact back. In other situations, end the first call and then dial the second person.
7. Turn off the Sound.
In quiet public places, at meetings, in a theatre, movie theatre, museum, etc., put your phone on vibrate mode. Your ringtone can distract co-workers or bystanders, throwing them off a critical thought. Leave your favorite ringtone only in busy places to make sure you hear the urgent call.
Conduct work calls in a quiet place where no one will disturb you, and there are no extraneous sounds. If the call catches you in a cafe, on the street, in transportation, at the movies, etc., try to find a secluded place to whisper.
9. Apologize After Making a Mistake with a Number
There’s nothing wrong with getting the wrong number. If you were accidentally called to the wrong number, say that the caller “got the wrong number”. In the case of a second mistake, please don’t get angry, but find out what number the caller dialed and who they are trying to reach. Perhaps you could help. If you “missed” the call, do not hang up after the message about the wrong connection. Apologize to the person for the inconvenience, check the contact information, and try again.
10. Don’t Send Voice Messages.
This format of communication is quite handy, but not for work-related communication. First, voice messages should only be sent to people close to you. Second, at work, only the boss can use such statements. The subordinate should answer in text form or clarify with the boss whether they are okay with answering voice messages. It’s also impolite to start a dialogue with strangers with audio messages. The written format is the most optimal type of business communication.Adhering to simple rules, you will accommodate the interlocutor to show that you respect his time, privacy, cv editor, and are ready for a fruitful collaboration. If you want to learn more exciting information about good manners, read the article about the rules of etiquette during meals of different countries of the world, which cause bewilderment in our compatriots.