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 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 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.

Phone Etiquette 20: Taking Messages

Taking messages is an art in itself. You have to keep it short and at the same time informative. Here’s a couple of details to ask if you are to take a message from a caller.

• Name of caller and from where or what company he is calling from.
• The caller’s phone number.
• The reason for the call.
• Short message.
• Best time and date to call him back.

Don’t forget to repeat to the caller his phone number to make sure you have it right. Also, jot down the time and date when the message was left.

Phone Etiquette 019: Answer Office Phones Promptly

Letting your phone inside the office ring for too long before answering is a sure way to annoy your co-workers. Answer calls after three to four rings. If you are an extra busy person, there is a way to setup your voice mail to pickup after a certain number of rings.

Phone Etiquette 015: Taking Personal Calls

Never take a personal call on your cellphone during business meetings or formal conversations. This includes meetings with co-workers, interviews, or any other important conversations. Always give priority to the person that you are currently talking to.

To avoid this distraction, turn your cellphone off or put it in silent mode.

Phone Etiquette 007: Take Messages

When someone calls and asks for somebody that is not available to talk on the phone, it is always polite to ask who the caller is and if he/she would like to leave a message. If you are too busy, asking for a name and number and tell the caller that his call will be returned.