Home' Trinidad and Tobago Guardian : December 17th 2013 Contents B3
Tuesday, December 17, 2013 www.guardian.co.tt Guardian
Telephone is an important
device with the help of which
people separated by distance can
easily interact and exchange their
Got a brilliant idea and want
to convey it to your friend staying
out of the country, use the tele-
phone. Telephone is one of the
easiest and cheapest modes of
Telephone etiquettes - An indi-
vidual needs to follow a set of
rules and regulations while inter-
acting with the other person over
the phone. These are often called
as telephone etiquettes. It is
important to follow the basic tele-
phone etiquettes as our voice
plays a very important role in cre-
ating an impression of our per-
sonality, education, family back-
ground as well as the nature of
job we are engaged in.
The person giving the infor-
mation is called the sender and
the second party is the recipient.
Always remember your voice
has to be very pleasant while
interacting with the other person
over the phone. Don t just start
speaking, before starting the con-
versation use warm greetings like
"good morning", "good evening"
or "good noon" depending on the
Never call any person at odd
hours like early morning or late
In any official call, don t use
words like" Any guess who I am?.
Always say "Is it Ted?", and do
ask him, "Is it the good time to talk
to you?" and then start communicat-
ing. If the person sounds busy always
wait for the appropriate time.
Make sure your content is crisp and
relevant. Don t play with words, come
to the point directly and convey the
information in a convincing manner.
First prepare your content thoroughly
and then only pick up the receiver to
After dialing, always reconfirm
whether the person on the other side
is the desired person whom you want
to interact with. Always ask "Am I
speaking to Mike?" or "Is this Jenny?"
before starting the conversation.
Always carefully dial the numbers,
never be in a rush or dial the numbers
in dark as it would lead to a wrong
Never put the second party on a
very long holds. Always keep the infor-
mation handy and don t run for things
in between any call as the listener is
bound to get irritated.
While interacting over the phone,
don t chew anything or eat your food.
First finish your food and then only
dial the number. If you are reading,
please leave the book aside, first con-
centrate what the other person wishes
to convey and then continue with the
After completing the conversation,
don t just hang up. Reconfirm with
the receiver whether he has down-
loaded the correct information or not
and do end your conversation with
pleasant words like "Take care", "nice
speaking with you" and a warm bye.
Never say Goodbye.
Always speak each and every word
clearly. The person on the other hand
can t see your expressions so remem-
ber your tone should be apt to express
your feelings in the correct form.
Don t take too long to pick up any
call. If you miss the call, make sure
you give a call back as the other person
might have an important message to
Avoid giving missed calls at work
places as it irritates the other person.
In professional talks, never keep the
conversation too long as the other
person might be busy. Always keep
the content crisp and relevant and do
come to the point after formal greet-
If you are not the correct person
and the speaker needs to speak to
your fellow worker always say "one
moment please- I will call him in a
minute". If the colleague is not in the
office premises, always take a message
on his behalf and don t forget to con-
vey him when he is back.
Decrease the volume of the televi-
sion or turn off the speakers while
speaking over the phone as noise acts
as a hindrance to effective commu-
If there is any disturbance in the
network, don t just keep speaking for
the sake of it; try to call after some-
time with a better line.
Remember all the above telephone
etiquettes must be practiced for an
effective and healthy telephonic dis-
cussion and smooth flow of informa-
Telephone etiquette to improve communication
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