Calling Cards

When you present yourself well and behave yourself properly, you are exhibiting correct etiquette. It is important to be polite if you want to do well. This is especially critical when it comes to business phone calls.

Lots of business phone calls are made all day, every day. There are very strong opinions formed by business associates who conduct all their business over the phone. Having a good business phone manner helps promote better understanding and improves business relationships.
Almost everyone can remember a phone call that caused them to feel frustrated and upset. Did poor phone etiquette cause a great deal of this problem? Let us examine some of the fundamentals of good phone etiquette that apply to making or receiving a business call.

Prepare yourself, and you are sure to have a successful call. The phone call itself follows the same rules. Know something about the person you are calling and try to call at a good time. Be clear about the purpose of your call and how it will benefit the person on the other end of the line. Present your points concisely, briefly and clearly.

If the person you are calling doesn’t know you, start out by introducing yourself and stating the purpose of your call. Exercise good phone etiquette by introducing yourself and explaining the reason for your call so that your recipient can be prepared to talk with you.

Tell the person whom you call the specific reason for your call. Be certain that the person understands the purpose of your call, and how your call might benefit them. Say why you are calling and then give more information.

The receiver will appreciate information that is useful and easily understood. Speaking in generalities and not sounding authoritative will detract from your presentation.

It is imperative that a professional demeanor is maintained at all times when on the phone. If you don’ t know the person to whom you are speaking, don’t ask personal questions or use informal language. After you know the person a bit, you can ask polite, lightly personal questions. You might want to ask about the family or inquire as to whether or not the person had a nice weekend.

When discussing sensitive topics on the phone we must pay heed to the privacy of all parties. If it is necessary that sensitive matters be discussed by phone, business etiquette demands that you ask the person with whom you are speaking if this is alright.

It is of the utmost importance to remain patient. It is extremely important that you maintain an even keel when in the midst of a difficult business conversation on the phone. Don’t be rash or hasty! Be patient and calm, and your caller will respect you.

There is a great deal to learn about good business phone etiquette, but the seven P’s form an extremely useful guideline to effective phone practices.