Most people who use the phone don't think too much about phone etiquette. Yet, it's very important that people get acquainted with basic phone etiquette to ensure a smooth and nice conversation. Sometimes, people can get angry because the other party doesn't practice any phone etiquette. Here are some tips for developing home phone etiquette, work phone etiquette, and cell phone etiquette. Although email and instant messaging are quickly becoming standard forms of office communication, the telephone still plays an important role in business. Just like a face-to-face meeting, telephone conversations are expected to and should follow certain rules of etiquette to help make the experience pleasant and productive for all those involved. It's easy to forgo manners when talking over the phone. Distractions abound, from impromptu meetings or email notifications blinking on your computer screen. Remember that a conversation over the phone carries just as much weight as a face-to-face meeting, as it is a great opportunity to communicate in real time
Home Phone Etiquette
·Generally, phone calls should not be made before 7:00am and after 10:00pm.
·In case you dial a wrong number, don't forget to apologize.
·When the maid picks up the phone on behalf of the members of the family, she should respond by saying – "Mrs X is not at home, May I take a message?" It is recommended that she takes the number of the caller too.
·Your answering machine message in your absence should preferably mention a phone number where you can be contacted. This could be an emergency!
·If you will be receiving a call at a very early or very late time of day, let your housemates know so they will be prepared for the phone ringing.
·Avoid long phone conversations when you know someone else is waiting for a call, or needs to use the phone
Work Phone Etiquette
·Clear your mind from all tasks at hand and respond sincerely to the caller.
·Prepare yourself for the phone call before speaking.
·Be sure to respond by the third ring.
·Greet and speak to the caller respectfully.
·Speak in a clear, soft presentable tone, moderate speed, and volume.
·In case you don't have the information the caller wants, pass the phone call to the correct person and ensure that the query has been resolved. Alternatively, you can simply take the call back and give the person a time frame in which you will respond to the query.
·Switch off the monitor of your computer.
·Do not eat or chew something in your mouth.
·Smile before taking the call, this allows you to be more amicable.
·Never use the phrases I Don't Know, I Can't Do That, You Have To, Just a Second, and No.
·While leaving a professional message, always leave the phone/cell phone number where you can be reached.
·Keep a pen and a paper handy so that certain important details can be noted down.
·If you receive a call from home and you are not on a break, keep it short, and resume your work.
·For conference calls, make a call from a location that is quiet, identify yourself, and avoid putting it on hold for any reason. Don't indulge in casual conversations with the others, and wait till you are greeted personally.
Cell Phone Etiquette
·While in movie theatres, you should either turn off mobile phone or keep it on silent mode.
·While spending some time with your family at a public place, don't talk on the cell phone.
·While attending an evening party, turning off your mobile phone is advisable. In case you are waiting for an important call, don't forget to let your host know about it.
·Cell phones should strictly not be used while you are driving.
·If your cell phone rings while you are talking to someone, take the call only if it is important and excuse yourself for the duration of the call.
·While talking to someone during such an occasion, you should not send text messages.
·If you must take a call while in public, avoid loud places, and try to find a quiet secluded place to speak on the phone.
·Avoid using your phone in the restroom.
·Use appropriate volume when speaking on the phone, everyone around you does not need to hear your conversation.
·Avoid using your phone while paying for things in person. It is impolite to the cashier, and you may miss something important, like an incorrect charge or order.
·Try to remain aware of your surroundings while on the phone, especially when texting, you don't want to run/walk into anything.
·Avoid excessively loud or annoying ring-tones, they can be very disruptive or aggravating to those around you.
·Be aware of your language while in public, yelling, rude language and profanity may be inappropriate and offensive to those within earshot.
Your own voice mail
If you have to leave a message or voice mail for someone, make it short and to the point. Speak clearly and slowly and leave your name, phone number, and a brief message. Say your name and number at the beginning and again at the end of the message, especially if you don't know the person you're calling. If the voice mail system allows you to play back your message, consider taking advantage of that feature to make sure your message is clear and communicates your needs.
Returning messages promptly is always appreciated. It's customary to return telephone calls within 24 hours. If you cannot attend to the caller's needs within that time, briefly phone the person to say when you will be available.
The message you leave as your outgoing message is an important business tool. Information is critical. The best messages communicate several key things to the person calling you: your name, the organization and/or group you're in, the current date (this tells them you are checking your messages), whether you are in the office or not that day, when to expect a call back, whom to contact if the call is urgent, and how to get to that person.
This seems like an enormous burden, but it just requires a little discipline first thing every morning or last thing every night. If you've ever called someone and gotten a generic voicemail, you know how disconcerting it can be. Is the person on vacation? Will I get a call back? When? So it's especially important for people who travel frequently to attend to outgoing messages.
Of course, you can simplify the approach and perhaps change your message once a week providing an update of the days you'll be out of the office that week. Any useful information in your outgoing message will make your caller feel more comfortable that the message is important and you will respond. Be sure to respond.
Conclusion
Telephone etiquettes are not rules but they help form better relationships with colleagues, clients, family members, friends, neighbors, and even strangers! .Good cellphone etiquette is similar to common courtesy. Conversations and text exchanges have a tendency to distract people from what's happening in front of them. Cellphone users should be thoughtful, courteous and respect the people around them.
By:-
Aggam Jain
Abhishek Godara
Adesh Kumar
Joseph Akhil Sebastian
Home Phone Etiquette
·Generally, phone calls should not be made before 7:00am and after 10:00pm.
·In case you dial a wrong number, don't forget to apologize.
·When the maid picks up the phone on behalf of the members of the family, she should respond by saying – "Mrs X is not at home, May I take a message?" It is recommended that she takes the number of the caller too.
·Your answering machine message in your absence should preferably mention a phone number where you can be contacted. This could be an emergency!
·If you will be receiving a call at a very early or very late time of day, let your housemates know so they will be prepared for the phone ringing.
·Avoid long phone conversations when you know someone else is waiting for a call, or needs to use the phone
Work Phone Etiquette
·Clear your mind from all tasks at hand and respond sincerely to the caller.
·Prepare yourself for the phone call before speaking.
·Be sure to respond by the third ring.
·Greet and speak to the caller respectfully.
·Speak in a clear, soft presentable tone, moderate speed, and volume.
·In case you don't have the information the caller wants, pass the phone call to the correct person and ensure that the query has been resolved. Alternatively, you can simply take the call back and give the person a time frame in which you will respond to the query.
·Switch off the monitor of your computer.
·Do not eat or chew something in your mouth.
·Smile before taking the call, this allows you to be more amicable.
·Never use the phrases I Don't Know, I Can't Do That, You Have To, Just a Second, and No.
·While leaving a professional message, always leave the phone/cell phone number where you can be reached.
·Keep a pen and a paper handy so that certain important details can be noted down.
·If you receive a call from home and you are not on a break, keep it short, and resume your work.
·For conference calls, make a call from a location that is quiet, identify yourself, and avoid putting it on hold for any reason. Don't indulge in casual conversations with the others, and wait till you are greeted personally.
Cell Phone Etiquette
·While in movie theatres, you should either turn off mobile phone or keep it on silent mode.
·While spending some time with your family at a public place, don't talk on the cell phone.
·While attending an evening party, turning off your mobile phone is advisable. In case you are waiting for an important call, don't forget to let your host know about it.
·Cell phones should strictly not be used while you are driving.
·If your cell phone rings while you are talking to someone, take the call only if it is important and excuse yourself for the duration of the call.
·While talking to someone during such an occasion, you should not send text messages.
·If you must take a call while in public, avoid loud places, and try to find a quiet secluded place to speak on the phone.
·Avoid using your phone in the restroom.
·Use appropriate volume when speaking on the phone, everyone around you does not need to hear your conversation.
·Avoid using your phone while paying for things in person. It is impolite to the cashier, and you may miss something important, like an incorrect charge or order.
·Try to remain aware of your surroundings while on the phone, especially when texting, you don't want to run/walk into anything.
·Avoid excessively loud or annoying ring-tones, they can be very disruptive or aggravating to those around you.
·Be aware of your language while in public, yelling, rude language and profanity may be inappropriate and offensive to those within earshot.
Your own voice mail
If you have to leave a message or voice mail for someone, make it short and to the point. Speak clearly and slowly and leave your name, phone number, and a brief message. Say your name and number at the beginning and again at the end of the message, especially if you don't know the person you're calling. If the voice mail system allows you to play back your message, consider taking advantage of that feature to make sure your message is clear and communicates your needs.
Returning messages promptly is always appreciated. It's customary to return telephone calls within 24 hours. If you cannot attend to the caller's needs within that time, briefly phone the person to say when you will be available.
The message you leave as your outgoing message is an important business tool. Information is critical. The best messages communicate several key things to the person calling you: your name, the organization and/or group you're in, the current date (this tells them you are checking your messages), whether you are in the office or not that day, when to expect a call back, whom to contact if the call is urgent, and how to get to that person.
This seems like an enormous burden, but it just requires a little discipline first thing every morning or last thing every night. If you've ever called someone and gotten a generic voicemail, you know how disconcerting it can be. Is the person on vacation? Will I get a call back? When? So it's especially important for people who travel frequently to attend to outgoing messages.
Of course, you can simplify the approach and perhaps change your message once a week providing an update of the days you'll be out of the office that week. Any useful information in your outgoing message will make your caller feel more comfortable that the message is important and you will respond. Be sure to respond.
Conclusion
Telephone etiquettes are not rules but they help form better relationships with colleagues, clients, family members, friends, neighbors, and even strangers! .Good cellphone etiquette is similar to common courtesy. Conversations and text exchanges have a tendency to distract people from what's happening in front of them. Cellphone users should be thoughtful, courteous and respect the people around them.
Aggam Jain
Abhishek Godara
Adesh Kumar
Joseph Akhil Sebastian
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