Telephone Etiquette For Office Workers
Even in these modern times, when it seems that the large majority of communication between businesses is carried out via e-mail, it’s still important that office workers understand basic telephone etiquette when dealing with colleagues and clients. The over reliance on e-mail might be one of the reasons why some employees aren’t great on the phone, but following these simple tips will help.
With the growth of mobile communications, it’s even more important that you speak slowly and clearly when you’re talking to someone on the phone. You should never need to shout when you’re having a telephone conversation, and talking in a normal tone of voice is usually the best way to make sure that the other person hears every word you’re saying.
Regardless of the nature of your phone call, or who you might be talking to, you should always try and avoid using slang language. Talk to them as you would in a business meeting, using the same professional language, and, pretty much without exception, you should never swear when you’re on a business call.
One of the most annoying occurrences on a phone call, particularly a business call, is when the other person keeps interrupting you. Some office workers are very bad at it. Often they simply don’t realize they are doing it, or find it hard to know when they should be talking and when they should be listening, but it is certainly a habit that they should try to get out of.
Almost as bad as interrupting the other person, is talking so much that they aren’t able to get a word in. The important part in the phrase ‘telephone conversation’ is conversation – which means the communication goes both ways. If you tend to ramble, make sure you’re conscious of it and make an effort to stop and let the other person speak.
Being kept on hold for an extended period of time is something that most people find annoying, so when you have a colleague or a client on hold, you should try and make sure you take the call as quickly as you can. That’s not always possible, so rather than leave them listening to the hold music, ask if you can return their call later.
It’s often the simplest things in life that are the most effective, and that is certainly true when you begin and end a business conversation on the phone. Making sure that you start and end your call with the appropriate greeting and goodbye can be as important as everything else you say in between.
Putting a bit more effort into the conversations you have on the phone while you’re at work isn’t just good for your relationship with your customers and colleagues, it can be good for business. Being conscious of your performance on the phone, and looking at how to improve it, will help you to get much more from your business calls.
More : Telephone Answering
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