Business Etiquette: Phone Response

It is a big part of the experience to answer the phone in any businesses. It is a form of art to talk with someone effectively, a difference can be seen between communicating online, in person and on the phone. Display an etiquette in answering a call whether you are at home, at work or on your casual calls.

DO NOT DELAY IN ANSWERING THE CALL, PICK UP THE CALL AS QUICKLY AS POSSIBLE!
There are two types of people, some are patient and some are impatient. It should take you 3 to 4 rings to answer the phone, if you are talking to someone in person, ask the caller politely if they would mind waiting for a second.

ALWAYS INTRODUCE YOURSELF AT THE BEGINNING OF ALL CALLS.
Keep it professional, you do not always know who is at the end of the line.
When answering a call, do not state “yes” or “yeah”, always answer with a proper greeting and state your name.
When placing a call, state the proper greeting and your name along with the name of the person you are calling.

BE SENSITIVE TO THE TONE OF YOUR VOICE.
Focus on the conversation, answer with an appropriate level of decorum. Speak in a quiet conversational voice. Do not sound overly anxious or aggressive. Have an authority and confidence, do not lean back in your chair when you are on the phone.

LISTEN CAREFULLY, DO NOT BE DISTRACTED BY THE SURROUNDINGS WHILE YOU ARE ON THE PHONE.
Always treat the person at the end of the line with courtesy and respect by giving them your undivided attention. Do not carry side conversations with the people around you. Excuse yourself if you must interrupt the conversation, and when you return to the conversation thank the person at the end of the line for holding the call.

IN A MEETING, DO NOT PLACE YOUR PHONE ON THE TABLE AND DO NOT ANSWER THE CALL.
Always have the habit of turning off the ringer when on a meeting, in a restaurant, theater or a class.
If you are expecting a call, inform the caller that you will have a meeting during certain times. If the call seems to be important, excuse yourself.

WHEN LEAVING VOICEMAILS, SAY IT SLOWLY AND KEEP IT SHORT.
Make your message quick and straightforward, do not use broken phrases or idioms. At the end of your message, leave your number, make sure to say it slowly and repeat it.