Phone Etiquette 30: Updating Your Voicemail

If you are running a business and are often out of the office, it is good practice to update your voicemail. By doing so, your customers/clients will know that you are on top of things and will re-assure them that you are indeed listening to their calls.

Whenever you will be out of the office, whether on vacation or on a business trip, include the dates that you will be out and the date that you will return. Make sure to mention that you will be reviewing your messages when you get back. If you want to, leave a mobile number where you can be reached for emergencies or important calls.

Phone Etiquette 29: Handling Missed Calls

Modern technology allows us to never miss another call again. Voice mail systems and mobile phones’ ‘missed calls’ feature saves us the trouble of wondering who called us when. That leaves us no reason to NOT give a call back.

Common sense tells us to return a missed call as soon as possible. Ideally, you must a return a call within a 24 hour period. Unless a voicemail is left with a specific time and date, try to call back as soon as you can.

Phone Etiquette 28: Keep Your Voice Low

Except for some places where you should not use your cellphone, there’s a big space of public area where you can answer and make calls. But for the sake of the other party and the people around you, keep your voice low. Make sure you talk directly to your phone’s mouthpiece. Also, avoid getting to personal or emotional while using your cellphone in public.

Phone Etiquette 27: The Hold Button

The “Hold” button (or “Mute” on old phones) is there for a purpose. Use it, and use it a lot.

• If you have to speak to someone while your on the phone, press “Hold.”
• If someone is speaking to you while your on the phone, “Hold.”
• If you have to leave the phone to go get something, don’t just place it on top of your desk, press “Hold.”
• If you have to do (or go through) some extra long paperwork or computer work, “Hold.”
• If you have to call someone over, press “Hold” please.

Phone Etiquette 26: Remembering Names

If you are making calls for business, or answering phones for a living, it is good practice to address the other party with their name. This will assure them that you are indeed listening and by repeating their name you can remember it easily. Also, this will help build your rapport with the other person.

Make sure not to overdo it, though. It may sound annoying and some times condescending to others.

Phone Etiquette 25: Places To Avoid Cellphone Use

There’s only a handful of places on earth where using your cellphone is prohibited (or frowned upon), yet most of us can’t control ourselves. Here are a few of said places that we should avoid cellphone use.

• Inside your car, while driving.
• Places of worship.
• Inside movie theaters.
• Libraries, museums, and other places of academic exhibits.
• Inside classrooms when there is a class going on.
• Offices, if prohibited by employer.
• Airplanes.
• Seminars, meetings, and other business events.

Phone Etiquette 24: Keeping A Caller On Hold

As I mentioned before, sometimes it is better to call someone back than put them on hold for too long. If in case the other party insists, then make sure to check back on him from time to time to make sure he is fine. Ask him as well if he wants to be called back instead.

Phone Etiquette 23: Cellphones at Work

Some companies tolerate the use of cellphones inside work premises, while others ban them outright. And they have good reason too. Cellphones are a distraction if not used with discipline. In the other hand, they have become an essential part of our daily lives. Here are some tips on how to use your mobile phones during work hours.

• Set your phone to “silent” or “vibrate” mode. If you must let it ring, use a standard ringing tone with very low volume so as not to disturb others.
• Take personal calls outside of the office and let the caller know not to call you again during business hours.
• Limit your text messaging.

Overall, use your common sense. Place your phone inside your pocket and don’t use it unless you really have to.

Phone Etiquette 22: Don’t Use Jargons

Avoid using jargons and acronyms especially on business telephones. Regular people most likely will not understand what you mean, thus resulting in confusion. If you can not avoid this, explain what the word or phrase means in much simpler terms.

Phone Etiquette 21: Pen And Paper

Always have a pen and paper near your telephone to take down messages. Although this is common knowledge, I’ve been to a lot of homes without any means of writing readily available near their phones. An alternative will be a white board or chalkboard, whichever you would prefer.