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Telephone etiquette

http://www.tops.lk/shared/images/spot_news/2010-15/z_mag-p-20-Tele-0112.jpgThe telephone is unarguably the most widespread and most powerful tool of communication at a local and global level. How you respond to it and how you express yourself through it assuredly mirrors how you deal with neighbours, friends and the world at large.

To be frank, your telephone conversation is capable of earning you a large number of people or keeping you aloof from them. To make a long story short, the words or feelings you verbalize through the phone may make you the most popular or the most repulsive person on earth within seconds, however well-disposed you may be.

The first thing you should bring into sharp focus is that you are to switch over to a composed and agreeable mood when answering or voicing your message on the phone. It reflects badly on your image to keep yourself obsessed with something and answer the person on the other end absent-mindedly. It is better if you can avoid speaking nonchalantly but sensitive responses and active cooperation in the conversation you have, are really rewarding.

One’s personal mood, if negative at the time of speaking actually distorts the other’s otherwise clear, friendly tone. One’s capacity to understand the caller and the inner tranquillity may have a combined effect on the listener. In order to preserve a highly friendly relationship, it is advisable to pleasantly start the discourse by wishing “Good morning,” “Good afternoon,” or “Good evening” and terminate the dialogue by wishing the caller with phrases such “Bye for now,” “Good night,” “Have a nice time,” and so forth.

You should not in any way spoil or use up the caller’s valuable time by repeating the same thing, jabbering with little sense or by asking after health.

This will earn you the label of “annoying and nauseating caller” and others will be compelled to switch off the phone just as they see your number on the screen. It is a cardinal error to deliberately ignore the fact that there is a high level of danger in “sporting” with unknown callers. A change of one or two figures in your telephone number will bring you into contact with a “stranger caller” who had mistakenly dialled your number. It is better to affably explain to him that he has just made a mistake with the number without carrying out a prolonged discussion which may make the caller depend unnecessarily on you and keep calling you until you realise that “it is too late”.

In short, you mustn’t joke or tease the intrusive callers as there are ample cases in society to illustrate the bad repercussions.

Perhaps you might be having the tendency to speak in a voice with a raised volume and to let the high pitched ringing tones play in a troublesome way particularly in public places or conferences. You will assuredly cut a sorry figure if you vociferously talk about private affairs to be heard above others simply because it shows who you are.

So focus on where you are and who you are with when speaking aloud on the phone. Furthermore, just think about a person who is crossing a road of traffic with his phone on his ear. This is not proper telephone etiquette but sheer destruction brought to their own threshold.

Just imagine yourself at an office with the assigned duty to give messages and take messages through the phone. There you will enjoy personal success if you reply to any inquiry or give your details with a very clear voice and in clear, polite language. This can easily be done by keeping the caller well-assured that he has got in touch with the correct institution and by telling him the name of the particular institution you’re in, followed by your telephone number. If the particular person he wants to contact is away from or absent from the office, be kind and polite enough to take the message the caller wants to deliver. You can possibly say “I’m sorry. He is not in at the moment.

I can let him have your message. If you like let me have your message for him,” or “please call after 15 minutes.” This establishes the caller’s trust in you. Most importantly, if someone chances to ask you a specific favour through the phone, make arrangements to give it as early as possible. It is perfectly improper and impolite to keep him long on the phone and finally offer lame excuses for your inability to give the help asked for.

So don’t unleash your personal mood on the phone!

Courtesy: SundayObserver

Posted on Monday, April 19, 2010 @ 11:20:43 LKT by

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