Telephone Etiquette 101

For most of us, the telephone is a vital source of communication. The use of cell phones and “instant conversation” is commonplace in our life today. However, when applying for an internship or permanent position, the way you conduct yourself on the phone may be a key factor in a future employer’s decision to hire you on a permanent basis.

These tips will show you how paying attention to detail may make a big difference in others impressions of you....both personally and professionally.

Identify Yourself

• When calling someone , do you identify yourself after they've said hello?

Respect Others' Time

• When Placing a call, after identifying yourself, do you ask "Do you have a Minute?" or "Is this a good time to reach your?" before explaining the reason for your call?

Ask Rather Than Just Place Someone On Hold

• After placing someone on hold and returning to the line, say "Thanks for waiting" rather than "I'm back."
  
  
• When screening calls, do you ask "Who's calling, please?" rather than "Who is this?"

When calling a professional office for any reason, always identify yourself and explain the reason for your call. Example: “ Hello, this is Tom Cruise and I’m calling in response to the newspaper ad for an actor”.

Call Waiting

Call waiting is only as good as the person using it. Rule #1: Just because you have call waiting, it is up to you whether to use it…it is a judgment call. Your decision should be based on who you are speaking to, the intensity of the conversation, and your relationship to the person. If you find it necessary to place someone on hold -- Due to call waiting -- Always ask permission!

Answering/Voice Mail Machines

When reaching an answering machine, if you had sufficient reason for calling…leave a message. Sometimes this helps the other person know how to respond…whether to expect another call from you or if they should attempt to return your call. “Hi, its Julie, Bye!” doesn’t say anything, does it? When leaving a message, “what” and “how” you say it is as important as if you were speaking to the person directly. Keep the tone of your voice pleasant and upbeat!

Use Good Speech Habits

Phrases To use: “ One moment please”, “Yes”, “All right”, “She’s not available now”, “Good-bye” Phrases Not To Use: “Hang on”, “Yeah”, “Okey-Doke”, “Uh, dunno where he is”.

Remember: You only get ONE chance to make a first impression!