The telephone is an amazing invention that has helped us to connect with others more easily and has made our lives more convenient. Although one might think that talking on the phone is just like talking in real life, there are actually many differences between the two. When you’re talking on the phone with someone, you can’t see their facial expressions or body language, so you have to rely entirely on vocal cues to keep the conversation going. This is why even people who are usually confident have a hard time making a conversation over the phone, whether it’s personal or professional.
10 Telephone Etiquette Rules Everyone Should Know
1) Talk In A Cheerful Tone
When you answer the phone, it’s important to sound cheerful and friendly. Greet the person on the other end with a smile, and make sure to use pleasantries like ‘Good morning’ or ‘How are you?’ This may seem like a small thing, but it can make a big impression on the other person. sounding upbeat and positive will immediately create a better image in their mind, and they’ll be more likely to open up about whatever issue they’re calling about.
2) Make Sure To Introduce Yourself Properly
When you call someone in a professional capacity, it’s important to introduce yourself right away. This way, they know who they are talking to and can easily place a name with a face if they need to. Always start a phone conversation by introducing yourself along with your official title, and make sure you are clear and concise with the introduction. Telephone etiquette rules dictate that you wait for the caller to identify themselves before starting a conversation, so there’s no confusion on either side. This also allows you to identify a wrong number calling you, and you can immediately inform them to save yourself the hassle.
3) Never Let The Phone Ring For Too Long
It can be difficult to break away from what you’re doing when you hear the shrill sound of a ringing telephone, but it’s important to try to answer before the fourth ring. Most people tend to hang up if their call goes unanswered after a few seconds, so you don’t want to miss the chance to speak with the caller. It’s a basic telephone etiquette rule not to keep someone waiting, so set aside what you’re doing and pick up the phone. The call might be important!
4) Keep The Proper Phone Distance From The Mouth
annoyance often comes from miscommunication that could have easily been avoided if people would just remember to hold their phones an appropriate distance away from their mouths – typically around one and a half inches. This rule of thumb will ensure that your voice is being projected into the phone at a normal volume, making it clear and concise for the person on the other line. Additionally, part of good telephone manners includes having a conversation at an appropriate volume; one that is not too loud or too soft, but just right so the caller can hear you without any issue.
5) Speak In A Straight-Forward Yet Concise Way
When you are on the phone with someone, the only way you two communicate is through vocal signals – without any visual feedback. This requires that you have strong communication skills and can express yourself using your voice and tone clearly. One way you can make the conversation easier is by speaking clearly. This allows the caller to understand what you’re saying so they can answer you accordingly. It’s also helpful to keep phone conversations brief, avoiding tangents and side talk.
6) Be Considerate About Putting The Caller On Hold
There is nothing more annoying than when you call someone and they put you on hold without asking your permission first. Telephone etiquette rules encourage us to be considerate about placing someone on hold, and you should always ask them politely before doing so. The chances are that they will gladly agree and wait for you to get back to them without a problem. This is a fundamental telephone etiquette rule that saves the other person from the hassle of waiting for an unspecified time while they may be busy. Following this rule is considerate and courteous, and will make your calls go more smoothly.
7) Don’t Use The Speakerphone
Putting your call on speakerphone can be very convenient, as it allows you to use both hands instead of being tied up with the phone. However, what you may not realize is that using a speakerphone significantly increases background noise for the caller, as the speaker picks up every sound around you!
8) Actively Listen, And Take Notes To Keep Track Of Things
When you’re on the phone, it’s easy to start spacing out and lose track of the conversation. Active listening can help prevent this problem, so let’s talk about what that is.
Active listening means paying close attention to everything the person has to say and responding accordingly. You can also take notes while you talk, which will make it easier to remember any important details the person gives you.
9) Don’t Eat While Talking On The Phone
A general rule of telephone etiquette is to avoid eating or drinking while on a call. These sounds can be amplified and be very unpleasant for the person you’re speaking to. Not only is it rude, but it can also make your words difficult to understand. Try to stop what you are eating or drinking for a few minutes when you are on a call. Also, remember to move the mouthpiece away from you if you need to take a drink.
10) End The Conversation Appropriately And Say Goodbye
We understand that after solving a problem, you may be eager to end the conversation and get back to work. However, this can leave a bad impression. Once you’ve helped the caller, take a few seconds to properly say goodbye. This is part of good telephone etiquette and it lets the other person know that you were happy to help. Something as simple as saying “Have a good day” before hanging up can make all the difference, so make it a habit to do this no matter how busy you are!
Telephone etiquette is important for anyone who wants to communicate effectively over the phone. By following some simple rules, you can ensure that your conversations go smoothly and that you understand and are understood by the other person. Here are some tips to remember:
- Greet the caller and introduce yourself.
- Talk in a clear, pleasant voice.
- Try to avoid speaking too quickly or slowly.
- Allow the other person to speak without interrupting them.
- Be polite and respectful.
- By following these simple tips, you can make a big difference in the quality of your phone conversations!