Etiquette is actually good conduct and presenting yourself in a good way. Anyone who wishes to be a success will need to demonstrate proper phone etiquette. This is particularly necessary when making a professional phone call.
Every hour of the day, millions of business phone calls are completed. Even though you may never meet your telephone colleagues, you are sure to form opinions about them, as they are about you. When you use good business phone etiquette, you will be able to avoid misunderstandings, communicate clearly, and create rapport.
Most people remember a time when they were left annoyed and frustrated by a telephone conversation. Was poor phone etiquette responsible for some of this? In this article, we will look at a few necessary components of business phone etiquette for both incoming and outgoing calls.
Preparation is mandatory for all good business interactions. This includes making phone calls. Make sure that you are aware of who you are calling, why you are calling them, the time of day they are most receptive to a call, and how you are able to assist them. Be disciplined, brief and sharp.
If you don’t know the person you are calling, you must identify yourself and provide the reason for the call right away. The person on the other end of the line will be able to get a handle on who you are and what you want if you take the time to introduce yourself and get to the point.
Specify your purpose for the call. You should make sure that the receiver knows why you have contacted them and what you wish from them. Give more information and explain the reason for the call.
Give the receiver information that they comprehend, like, and need. Waffling and speaking in generalities will result in lack of attention and make the caller look bad.
Strong business phone etiquette requires professionalism all of the time. When talking to a person with whom you are not acquainted, stay away from using slang or discussing personal matters. After you get to know the caller a little bit, you can ask about light personal topics, like kids and weekend activities.
Privacy and security regarding important issues must be in the back of the mind on the phone. If you must talk about sensitive matters on the phone, remember that business etiquette demands that you ask the person on the other end of the line if it is alright to discuss these topics.
Have patience. Talking on the phone can be quite challenging; however, according to the rules of business etiquette, you must display grace under pressure. Your skill at remaining patient will bring you respect and prevents extreme actions or decisions.
These “Seven P’s” are just a starting place. Business phone etiquette is an intricate subject with lots of ins and outs; however, if you start from this strong basis, you should be able to handle business calls successfully.