The art of telephoning

Practice proper telephone etiquette by observing the art of telephoning. Learn the various tips and mistakes when dealing with phone calls.

Phone calls have always been a part of life in the modern era. Whether it may be for business purposes or just personal conversations, there are also unwritten rules of etiquette that are vital to follow. The art of telephoning should not be corrupted nor neglected.

Whether in business or at home, you should answer the phone in a warm and enthusiastic manner. Make your voice loud and clear as some phones may have trouble getting clear signals or receptions. Do not speak too fast as it may disorient the listener, yet do not speak too slow as it may try the patience of the listener. Always introduce yourself and the name of your company if it is a business call. Address the listener professionally by calling him mister or miss followed by his/her last name. Avoid rejecting the caller’s requests and queries. If the caller leaves a message, be sure to clarify the message. If you have to let the caller wait, don’t put them on hold for very long. Chances are they will put down the phone, and your company will lose a customer. Never use the speakerphone unless the situation calls for it. Observe these rules on the art of telephoning and you will avoid losing business clients or have disputes with other callers.

In the world today, most people already have mobile phones. Much newer rules on the art of telephoning has been made due to these mobile phones. Cell phones have their own rules of phone etiquette. This includes avoiding loud ringing tones when in a business meeting or in a public assembly or place like movies and theatres. If you have a brand new ringing tone, don’t show it off by bringing the volume up to the maximum level. People around will detest it instead of appreciating it. If you have to answer a call in a business meeting or public place, make sure you excuse yourself and go to somewhere where cell phone conversations are allowed.

When you are the one initiating a call, there are different rules on the art of telephoning. When calling a person, for instance, make sure that you are calling at a desirable time. Avoid calling during lunch breaks or meetings if you know the schedule of the person you are calling. Introduce yourself first and mention the name of the person you wish to speak with. When you get into a conversation with the person you are seeking, make your intentions clear and go straight to the point. Avoid stalling the person. By doing so, you are respecting the person and acknowledge that he/she has a busy schedule. If you are leaving a voicemail, make sure that you mention only the important details. Listeners are known to have a short attention span if what they are hearing does not interest or concern them. If you have to leave a long message, keep your tone lively and keep your message interesting and fun to here.

A little humor would put the listener in a good mood. When transmitting certain names or numbers across the phone, make sure that you repeat every detail. The last thing you would want is to have your name misspelled or leaving a wrong phone number.