Phone etiquette may seem like a no brainer, but it never hurts to have a refresher. Check out these tips to know the do’s and don’ts of a good phone call.
Etiquette 101
I don’t know about you, but I view phone calls as the best way to get answers. Once you know how to do it right, phone calls are quicker than emails (of course it doesn’t hurt to follow up with an email) and not everything requires a Zoom sync.
When you receive a phone call, try your best to pick up by the first three rings and start by introducing yourself. While you’re speaking, remember to talk slowly and clearly. If you think you’re talking too slow, you’re probably speaking at just the right pace.
If you have to transfer the call, ask permission before you do so. Also, if you don’t know the answer to a question, be honest about and tell them how you plan on helping.
Be present
While you’re on the phone, make sure you’re not doing anything else and have no distractions. By distractions I mean close out of Facebook, and even pull up a Word document to make notes while you’re on the call. Only put yourself on speaker if it’s absolutely necessary. Otherwise try to connect a headset or headphones so you can remain hands free throughout the call.
Be sure to sound cheerful throughout the phone call. Try smiling if you’re not in the mood to be on the phone, people can notice the difference. A headset comes in handy here as well if standing up and pacing helps with the tone of your voice.
After the phone call, do your follow up tasks immediately. The longer you wait the more difficult it will be to get them done.
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