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 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 017: Return Calls

Remember to return a call if you promised to do so. There is nothing worse that waiting around for that call back. If in case for some reason you missed our scheduled appointment, apologize and ask if you can talk now or set another time and date.

Phone Etiquette 008: Business Calls

Introduce your self and state the nature of your call when you are calling a place of business. Even if you are a customer, a client, or a business partner, the person that will answer your call might not recognize you at once. For example:

“Hello, this is John and I’m calling regarding the job opening that I saw on the newspaper today. Can you connect me to someone who can help me with this?”

Phone Etiquette 005: Call Time

In general, phone calls should not be made before 7am and after 9pm so as not to disturb the person you are trying to reach. Avoid calling during lunch and dinner hours as well. Also, consider different time zones if you are calling another country or state.

In addition, business calls should be made during office hours, which is usually 9am to 5pm.

Phone Etiquette 003: Talking While Eating

Everyone knows that talking while eating is considered rude – in person and in phone conversations. Aside from producing annoying chewing sounds, it will be hard for the other party to understand what you are saying if you are eating and trying to talk at the same time.

DO NOT make a call while you are eating. If someone calls you while you are eating, then politely say that you will call them back.

Phone Etiquette 002: Leave a Clear Message

If you reach an answering machine, leave a concise but clear voice message. An ideal message would contain:

• An introduction of who you are.
• Why you are calling.
• Will you be calling back or will you be waiting for their call?
• Your contact details.

Again, make sure to keep it short. Keep the details until you are actually speaking to the party you are trying to contact. Nobody wants to listen to a 2 minute voice message.

Phone Etiquette 001: Dialed a Wrong Number

After dialing a wrong number, say “I’m sorry, I must have dialed the wrong number,” or something similar. That’s it. Hang-up. No explanation needed and no need to hear the other party’s response.

After hanging up double-check the number you want to reach and dial again. If you still reach a wrong number, stop calling for now. It is rude (and annoying for the other party) to keep on calling the same number even though you know that the number you have is wrong.