Most of us face this communication issue. While working in office or staying at home using phone is as common as having breakfast these days.
But if you are in a profession where you have to stay in contact with people only on phone then it’s very important to know how to handle all kind of situations. Most of us don’t know the basic telephone etiquette. These are not much important when you are talking to your friends and family but telephone etiquette at workplace are very important.
Following are few tips for those who spend most of their time on phone.
- Introduction – the first and most important tip is your introduction. Whenever you call someone start with introducing yourself.
- If you get a call on your office phone you need to introduce yourself as: – “Hello, Good Morning, ACS career – Website development department, Devika speaking.”
- If you receive a call on mobile phone then you must start as: – Hello, or add your name Hello, Devika here, Never use words like yes or yaa…
- If you are the one calling then give full introduction with whom you wish to talk. For example “Hello, my name is Devika from ACScareer. May I please speak with Ms. Anu Singh?”
- Have control over your voice – Do not sound like you are not willing to talk or are aggressive while talking. It is important to deliver speech with authority and confidence. Stay active on chair or try to stand or walk while talking.
- Stay on the way – Stay focused what you have to say and just stay fixed to what you have planned before starting the talk. Learn to make your own amendments to what are you saying and never sound like an answering machine.
- Don’t try to be multiprocessing – You are not a computer hence don’t try to continue two or more jobs at a time. Just stay focused on the call and don’t indulge yourself in other talks too. If interruption is important then take excuse from the person. Try this –“Please excuse me for a while I’ll be right back.” And when you return, say, “Thanks for holding.”
- Adios is important – When you are leaving or disconnecting the call be specific and be slow. Don’t use breaking phrases. Make your comments very clear and audible for the person.
- No speakers please – never put your call on speaker. Also make it sure if you have to keep the call on speaker you must ask for it from other person on the phone. Ask, “May I put you on the speaker so that I can note down the given details, please?”
- Use mouth for one thing at a time – Never mix things and when you are speaking to any one just speak. Never eat anything or chew- gum etc with talking. This gives an impression that the next person is not that important. Always treat the person with uttermost importance by not dividing your concentration to any other thing.
- Every call is equally important – Make sure if by any means you miss any call, make a call back and ask for apologies for not receiving the call you can say’ “ M extremely sorry for not receiving your call, May I know your concern sir/ma`am?” . Do attend the person with your uttermost interest.
Follow the above mentioned telephone etiquette\’s at work and stay connected with all your clients in a positive way.