Smartphones have entered our lives so tightly that we cannot even imagine a day without a gadget in our hand. However, many people are still unaware that there is special telephone etiquette. It is especially relevant for effective working communication. By following unwritten guidelines, you will become a pleasant and courteous person with whom you want to do business. To avoid unpleasant situations and stress, we recommend that you familiarize yourself with the 10 rules of telephone etiquette.
Why are rules needed?
Talking on the phone is one of the types of modern communication. Observing the rules, you will be able to conduct a conversation clearly and concisely, without wasting time and with an effective result. Especially these tips will be relevant for business negotiations. Be clear and concise in expressing your thoughts, try to avoid parasitic words, lengthy speeches and excessive emotionality. So the person on the other end of the line will be able to understand that he is talking to a professional. Let's skip the trivial advice that you definitely need to say hello, introduce yourself to the interlocutor, and consider the less obvious rules.
1. Find the right time
If you need to make a work call, the ideal interval for this would be from 12:00 to 18:00. The "owls" will just have time to wake up, and the "chewing gum" will already redo a lot of things and will be ready to talk. The working day usually ends at 18:00. Try to call a little earlier so as not to catch the person on the road.
Also, do not forget to clarify whether it is convenient for the interlocutor to speak now. Most likely, answering a call is already a sign that it is convenient, but it is better to ask. If you are asked to call back at a specific time, try to comply with the request of the interlocutor.
2. Don't call
Often, the phone is always with us, especially at work, when we have to solve a lot of tasks. Dial the desired number and hold beeps for 30-40 seconds. If there is no answer, then the person is busy or does not want to pick up the phone.
After a while, you can try again, but only once. According to the rules of etiquette, a person must call back himself and clarify the necessary questions. Of course, there are exceptions to every rule. In emergencies, you can call as many times as necessary, but the reason must be really good.
3. Put food aside
Do not eat or drink during the conversation. Extraneous sounds, chomping or Serbany sound disgusting and will instantly spoil the impression of you. Also, you do not need to chew gum, smoke and exchange lines with other interlocutors.
4. When to pick up and call back
You shouldn't immediately pick up the phone, as you can embarrass the interlocutor. Remember yourself: before calling a stranger, you need to tune in, including during a few beeps. If you answer instantly, you can get confused and doom the conversation to failure. Wait a few seconds before picking up the handset. One more nuance: it is impolite to drop calls. Either do not pick up the phone, or answer and promise to call back when you are free.
If you were busy during the call, call back as soon as possible. For familiar numbers, this is a mandatory rule, for unfamiliar numbers, this is an ambiguous moment. If your work involves a constant stream of new contacts, be sure to call back. In the case of a "stray" number - as you wish. Another moment - the connection was interrupted. You should not try to call each other at the same time, listening to short beeps. According to the rules of etiquette, the initiator of the call must call back.
5. Notify the interlocutor about the speakerphone
Sometimes, for the convenience of negotiations, it is necessary to use a speakerphone. Important: do not turn on the loudspeaker without warning! Be sure to notify the interlocutor that you want to talk on the speakerphone. If the other side is against this format, switch the phone to standard mode. Do not use the speaker function in public places. You will only create inconvenience for strangers. Your conversation is unlikely to interest them, but it will tickle your nerves for sure.
6. Forget about holding
The pinnacle of bad taste is to keep the other person waiting. If there is a parallel call during a conversation, do not put the first person on hold in order to answer the second. Unless these are extremely important calls or emergency situations. In such cases, first apologize for the inconvenience, ask to reschedule the conversation, and only then call the "parallel" contact back. Otherwise, hang up the first call and then dial the second person.
7. Turn off the sound
In quiet public places, meetings, theater, cinema, museum, etc. put your phone in vibration mode. Your ringtone can distract colleagues or strangers, knocking them off an important thought. Leave your favorite melody only in busy places to be sure to hear an important call.
8. Retire
Conduct work calls in a quiet place where no one bothers you and there are no extraneous sounds. If the call caught you in a cafe, on the street, in transport, in a movie, etc., try to find a secluded place to talk calmly.
9. Apologize after error number
There is nothing wrong with making the wrong number. If you were accidentally called to the wrong address, inform that the subscriber "got to the wrong place". In case of a repeated mistake, do not get angry, but find out which number the interlocutor dialed and who he is trying to call. Perhaps you could help.
If you "missed", after reporting an incorrect connection, do not hang up. Apologize to the person for bothering you, check the contact details, and try again.
10. Don't send voice messages
This communication format is quite convenient, but not for working communication. Firstly, voice messages should be sent only to close people. Secondly, at work, such messages can only be used by the boss. The subordinate should answer in text form or check with the boss if he is not against answering voices. Starting a conversation with strangers with audio messages is also impolite. Written format is the most optimal type of business communication.
By adhering to simple rules, you will be able to win over the interlocutor, show that you respect his time, personal space and are ready for fruitful cooperation. For more interesting information on good manners, read the article on the rules of etiquette while eating around the world, which cause bewilderment among our compatriots.