Good manners are good for business, while great manners can set you apart. You come across people every once so often who are very hard to talk to over the phone. It seems like they have never used the phone before giving you absolutely nothing on the other end of the line.
If you’re stressed or in a hurry, it’s easy to let your guard down. But if you take a deep breath before you call, good manners can actually get you the results you want – and faster.
There aren’t many more frustrating things than receiving when the caller forgets what they called for. Have a purpose or agenda. Also decide what you’ll do if someone else answers. Do you want to leave a message, voicemail, or call back later?
Here’s a quick rundown of some tips to brush up on your phone manner:
Do’s and don’ts
• Don’t type or shuffle papers while you’re on the phone – it suggests that you’re not listening to the caller.
• If you have to put the phone down, do it gently to spare your caller’s ear.
• Don’t have a mouth of food, gum, or cough lollies before talking on the phone – the receiver amplifies the sound. An amateur error made by many people.
• If you have to sneeze or cough, turn your head and cover your mouth – and the receiver.
• Speak directly into the receiver – don’t bury it in your shoulder or neck.
• If you dial the wrong number, explain yourself and verify the phone number so you don’t repeat the call. Don’t hang up, it’s rude.
• Cut down on the background noise when taking or making a call. Radios, televisions, and even computer brings and bleeps can be distracting over the phone.
• Record the time and date the call came in as well as verify the caller’s name, company name, and phone number.
• Initialize the message, so if the person who received the message has any questions, he or she can contact you