The Way We Say “Hello” Matters (Telephone Etiquettes)

In the global world of business, telephone etiquettes matter a lot, especially for job profiles like receptionist, marketing, telecalling, etc. Even though businesses are mostly conducted via internet but that doesn’t mean telephone conversation is an obsolete idea. 

Telephone was and will always be an integral part of office skill profiles where you have to handle different customers by making them feel well informed and appreciated. No matter whether you are an executive secretary or a front office receptionist, the following etiquettes will always help you to deal any kind of circumstances conveniently via telephone.

Clarity is at priority-

A picture can paint a thousand words but while attending a call always remember that the caller on the other end can only hear your voice. He/she cannot visualize your face or body language. Thus, it is important to speak with utmost clarity. A professional voice should be clear, smart and polite all the way.

Try not to make your tone sound artificial-

Always make sure to use your normal tone when it comes to a telephonic conversation. Artificial voice tone often seems humorous and false to the caller on the other side. Avoid loud voices as this may irritate others.

Kickoff the habit of munching or sipping when on a call-

Never munch or sip on anything while you are on a call. Such weird noises can disturb the flow of a conversation by frequent interruptions.

Etiquette of addressing a caller-

Address the caller by his or her title, for example- Good Morning Mr. Joseph or Good Afternoon Mrs. Gomes, etc. In the case of an unfamiliar caller, always ask for his/her identity in a polite way, for example, “May I know your good name? Or May I know whom I am speaking to?”

Patience is the fruit of success-
 

When responding to a professional call, be a patient listener. Always allow your client to speak his words first because in this case he takes the ace position. While taking a message, it is always a good approach to repeat the information back to the client. Before disconnecting the call, make it a point to verify the transcribed message for accuracy purposes.