The telephone has become one of the best modes of communication. It is an electronic device that can connect people of any distance and can be used to communicate over personal and business matters. Being a responsible human, an individual needs to follow a set of rules and regulations while interacting with other persons over the phone. The proper manners are called Telephone Etiquettes.
Good telephone etiquette will always play a vital role to express ideas more clearly and to build business relationships. So, we must be conscious about telephone etiquette which will help me in many ways.
Some of the key rules of telephone etiquette & manners are listed below:
- Start your conversation using warm greetings like “Namaste”, “Namaskar”, “Good Morning”, “Good Afternoon” and more, depending upon the time and your preference. This will make your other person feel special and appreciated.
- Introduce yourself and ask the person to explain the purpose of the call are appreciated ethics.
- In any official call, words like “Do you know who I am?” or any informal sentences should not be spoken.
- At the beginning of a conversation, we should state the purpose of the call and systematically cover all the points involved.
- Although, only voices are heard not the speakers are seen, it should be remembered that the impressions received are from the words and the quality of the voice. Therefore, there is a need to work to make the voice cheerful, friendly, and enthusiastic.
- Sounding too anxious and aggressive harms the impression and business. Better to speak politely and consciously.
- For clear speaking, lean back on the chair and relax.
- Do not put callers on hold for an unreasonable time as this may irritate them and will not respond well next time.
- While on call, avoid chewing anything or eat food. This can lead to a barrier to communication.
- Make sure the content is relevant.
- Taking a too long time to pick up any call is undesirable. If possible, one has to receive the call in three rings. If missed, one should call back as the other person can have some important matters to share.
- Lastly and most importantly, treating every caller or receiver with the utmost courtesy and respect by giving them undivided attention is a must for proper telephone etiquette.