Top Tips for Phone Etiquette

We all do it, most likely every day. Some of us do it to check in with the parents and say hello, others do it to arrange a night out with friends and others do it for their job working at a phone answering agency. Here are some phone etiquette tips that might relate to each of these situations on varying levels.

When you make or receive a phone call it is important to give it your attention so stop what you are doing and give it your full attention. If you are watching television, cooking or answering an email you are not focussed on what is being said on the phone. When you answer the phone, smile. Smiling will translate to your voice so if you work in a phone answering company it will create a good first impression.

With business phone calls, it is important to identify yourself and your business so begin by saying good afternoon/morning, introducing your company, your name and asking how you can help. The level of formality you use will depend on who you are speaking to and how they address you. How you speak to someone you have spoken to many times before will vary greatly to how you would speak to someone you are talking to for the first time.

As well as talking, it is also important to listen when on the telephone. If you have to take down any information, make sure to have a pen and paper handy and if you miss something don’t be afraid to ask them to repeat it. It’s important to get all the necessary information down correctly than being embarrassed about asking somebody to repeat something.

If you are taking a private phone call in a public area then make sure to go to a quiet place to continue the call. Trying to talk quietly could make it hard for the person on the other end to hear what you’re saying so it’s better to go to a more suitable place.

All of these tips could help you when phone answering and make telephone conversations easier for both you and the caller.