The way that business is handled on the phone is very important, and proper etiquette should always be employed. The way that you interact with clients and coworkers on the telephone speaks volumes about your personal professionalism, and the professionalism of the company that you work for. The following etiquette tips will help you represent yourself and your company well over the phone.
Always Smile
Whenever you answer the phone, you should always smile politely, just as you would in person. A smile can be transferred through your voice, and your pleasantness will make the caller feel that you care about their call. Remember that unlike in person, your client can not see your body language over the phone, so it is important to use an expressive and professional tone to convey your positive attitude.
Speak Clearly
When conducting business over the phone, it is very important to speak clearly. You should not be shy or mumble when taking phone calls. During a call, you need to send and receive all information accurately to avoid miscommunication. You should speak at an appropriate easy-to-hear volume without being loud or obnoxious. You also need to be sure that all of the data you collect is accurate, which may mean asking your client to repeat information for clarity.
Handle Holds Considerately
If your position requires handling multiple calls, you should always be considerate when placing callers on hold. First of all, you should always ask politely before putting someone on hold. A simple “Can you hold please?” will suffice. You should strive to keep hold times as brief as possible, and remember that the caller may have been on hold prior to being transferred to you. It is best to offer to return a phone call at a later time if you know that the hold time will be excessive.
Be DiscreetBusiness phone calls should be handled with discretion, and your client’s information should always be carefully protected. It is best to handle any calls with sensitive information in a private location where others will not over hear. Discretion is especially important when leaving messages or voice mails. You should never reveal an individual’s private information in a message, as others may see or over hear it. If your call is of a sensitive nature, it is best to simply leave your name and number to request a call in return.
Take Calls at Appropriate Times
A phone call should only be made or accepted at a time when you can speak professionally without distractions. You should never speak on the phone while eating, drinking, or chewing gum. You should not take phone calls during personal activities that are loud or distracting; for example, you would not handle a business call with dogs barking or a baby crying in the background. You should always ensure that you can devote your attention entirely to the recipient; otherwise, it is best to return the call at a later time.
Maintaining professionalism during phone calls is important for any company or individual. Conducting business over the phone is common in today’s world, so being aware of proper phone etiquette techniques is necessary for your professional success.
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Business Phone Etiquette Tips |
Always Smile
Whenever you answer the phone, you should always smile politely, just as you would in person. A smile can be transferred through your voice, and your pleasantness will make the caller feel that you care about their call. Remember that unlike in person, your client can not see your body language over the phone, so it is important to use an expressive and professional tone to convey your positive attitude.
Speak Clearly
When conducting business over the phone, it is very important to speak clearly. You should not be shy or mumble when taking phone calls. During a call, you need to send and receive all information accurately to avoid miscommunication. You should speak at an appropriate easy-to-hear volume without being loud or obnoxious. You also need to be sure that all of the data you collect is accurate, which may mean asking your client to repeat information for clarity.
Handle Holds Considerately
If your position requires handling multiple calls, you should always be considerate when placing callers on hold. First of all, you should always ask politely before putting someone on hold. A simple “Can you hold please?” will suffice. You should strive to keep hold times as brief as possible, and remember that the caller may have been on hold prior to being transferred to you. It is best to offer to return a phone call at a later time if you know that the hold time will be excessive.
Be DiscreetBusiness phone calls should be handled with discretion, and your client’s information should always be carefully protected. It is best to handle any calls with sensitive information in a private location where others will not over hear. Discretion is especially important when leaving messages or voice mails. You should never reveal an individual’s private information in a message, as others may see or over hear it. If your call is of a sensitive nature, it is best to simply leave your name and number to request a call in return.
Take Calls at Appropriate Times
A phone call should only be made or accepted at a time when you can speak professionally without distractions. You should never speak on the phone while eating, drinking, or chewing gum. You should not take phone calls during personal activities that are loud or distracting; for example, you would not handle a business call with dogs barking or a baby crying in the background. You should always ensure that you can devote your attention entirely to the recipient; otherwise, it is best to return the call at a later time.
Maintaining professionalism during phone calls is important for any company or individual. Conducting business over the phone is common in today’s world, so being aware of proper phone etiquette techniques is necessary for your professional success.