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 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.

Phone Etiquette 018: A Conference Call Tip

When facilitating or hosting a conference call, make sure to take a couple of minutes to introduce everyone participating. Allow them to say their hi’s and hello’s to get them acquainted. If someone enters at the middle of the call, introduce them as well so the other parties will be aware of his presence. The same goes when someone leaves.

Phone Etiquette 014: Can’t Hold

If you are to be put on hold, and you have more important things to attend to, politely tell the other person that you would rather call back or be called back on another time.  A simple “When would be the best time to call you back?” or “Can you just call me back on a more convenient time?” will do.

Two minutes is a reasonable time to wait before hanging up if you are on hold. The other party would understand that and would call you back.

Phone Etiquette 012: Speak Clearly

When talking to someone over the phone, speak clearly with your normal voice volume. There is no need to raise your voice unless the other party has trouble hearing you. In this case, try speaking directly into the phone’s mouthpiece.

Phone Etiquette 011: Don’t Interrupt

Interrupting someone in the middle of a sentence (or even after) is annoying. This can easily be avoided by allowing a few seconds before talking back at the other party. If this ever happens, acknowledge your mistake and apologize quickly.

Phone Etiquette 010: Return or Hold?

Sometimes it is better to tell someone that you will return their call rather than having them hold for too long. If you think that your conversation on the other line will take a little longer, tell the other caller that you will return their call instead.