Telephone Etiquette Telephone or mobile phone has become an integral part of our lives.

Though all of us have adapted to the changing technology, many lack the basic telephone etiquettes. In a business communication that is taking place on phone, the foremost thing is to identify yourself and your business when you call. This would give the other person a basic knowledge of who you are and what is your area of interest. If you are answering the phone, ask the caller as to how you can help him/her. When messages have been interchanged, repeat the information in order to make sure that you have understood it correctly.

In case the caller is upset with something, it is your duty to remain calm and reassure him/her that things would straighten out and that you would usher your full support. Many a times, there arises a situation when you have to put your caller on hold. In case you are experiencing such a situation, make sure you ask his/her permission. If you are supposed to call back, ensure that you have noted down the number of the caller and confirmed the time of calling. In occasions of transferring the call, make sure that the caller knows name and phone number or extension number of the other person, lest the phone gets disconnected.

Email Etiquette Gone are the days when letters were hand written and posted or couriered. In this new age of technology, email is the one of the widely used communication tools. However, before mailing a business letter, make sure that it satisfies all the basic etiquettes. A rule of thumb - business emails are always short, crisp and to the point, with a professional tone in them. This shows respect for the recipients time. The subject line is a very important part of the email. Make sure it is descriptive. This would allow the person to know what the email is all about, even before reading it.

In case you are expecting a response within a stipulated time, make sure you mention the same in the email. Business emails are never complete without mentioning the senders mobile number. Also, make sure that you mention your full name, title and the name of your company in the email. In case you need to send an attachment, please get prior permission. Though this might sound strange, people often do not download attachment for the fear that it might infect their system with a harmful virus.

Meeting Etiquette It is very important to start a meeting at the stipulated time, lest people start cribbing for wasting their time. In a meeting, make sure that everyone is given equal opportunity to speak and it is not a one-sided affair. It is a bad habit to interrupt others, while they are speaking. Finish a meeting with a summary of

the discussion that took place. In case no judgment could be reached, schedule another meeting, rather than running overtime. This would show respect for attendees, who might have prior commitments. Lastly, please keep your mobile phones switched off or on a silent mode, lest your phone rings loudly in the middle of the meeting.

Introduction Etiquette Business involves meeting new people everyday. As such, introductions play an important role. It is said that first impression is the last impression. So, you would definitely want to cast a mighty good first impression, as it would not only create a good image for you, but also win you future profits. When you introduce yourself to someone, make sure to pronounce your full name and designation. This would give the other person a brief knowledge about who you are. In case of being introduced to someone, you should always stand up. If you are behind the desk, make sure you step forward. Eye contact and a firm handshake would definitely earn you brownie points. In situations wherein you need to introduce others, make sure you start with people who are highest in the hierarchy.

10 basic etiquettes for effective communication May 18, 2011 Category : Higher Studies How do you make sure that the person you just met remembers you for the right reasons? Etiquettes can be defined as 'unwritten norms of behaviour that make interaction pleasant'. A little bit of care exercised in displaying etiquettes can open up channels for communication and help in creating a better image of the self/the organisation. Though fairly simple to follow, they are often either ignored or not displayed. Isn't it often that we approach a 'pleasant' person, rather than a 'grumpy' person, when we desire to get our issues resolved? Isn't it also that a 'pleasant' interaction adds a smile to our day and influences our behaviour in turn; while an 'unpleasant' interaction can spoil even the best of days/moods. Since we all face this challenge at some point, with some person and in some situation or another, it is important to be aware of and adopt a few etiquettes in our interactions with others, whether in a formal or in an informal situation *The manner in which a person carries himself/herself and the expressions s/he displays can go a long way in enhancing communication.

The first impression that a person gets of another is what s/he sees and though it is not necessary to be a 'model', being properly dressed, neat and clean creates a pleasant impression. Moreover, the way a person is sitting or standing while interacting with another can also communicate a great deal about the value the person attaches to the other person/communication. Finally, a pleasant smile (if the matter is not serious), intermittent nodding of the head and displaying appropriate expressions and reactions pave the way for effective communication. *The first time in the day one meets another person, it is important to greet him/her by wishing him/her 'Good Day' in a cheerful tone. This creates a pleasant feeling. However care should be taken that the greeting does not sound forced, dull or bored, as it then completely loses its impact. So too, however many times one crosses that person in the course of the day, it is necessary to acknowledge his/her presence through a nod accompanied by a smile. *One does not know how long the interaction between the people interacting will last. It is thus necessary to offer the person a seat, after greeting the person. This also reduces the awkwardness of the person sitting having to look up at the person and developing a crick in the neck or the person standing having to constantly look down. *If one has a visitor (a person who does not belong to the same office), it is important to offer him/her water, since that help make him/her comfortable and can put him/her at ease. *one of the greatest obstructions in effective communication is that most receivers look upon listening as a time when they are waiting to put their views forward, rather than listening attentively. This not merely disturbs the speaker and breaks the thought process but also hampers gathering the complete message by focussing on it. *one should avoid multitasking or exchanging reactions with others while a person is communicating, as it can prove very discouraging or distracting. *If a person comes to another with a difficulty/problem/an issue, it is important to work on it, even if it requires follow-ups till it is resolved. Moreover, at every stage, it is important to provide a feedback, in order to keep the other person(s) in the loop and prevent anxiety, miscommunication or duplication of efforts. *Rather than saying a blanket 'no', providing an explanation about one's action can help the other person appreciate one's constraints or understand one's point of view. However, it is important at all times to keep in mind the difference between reasons and excuses, while offering an explanation; as excuses can further aggravate a person facing refusal.

*Instead of focussing on winding up the communication/interaction/issue, it is important to give it adequate time, so that any doubts that the listener/reader may have are resolved to his/her satisfaction. This prevents miscommunication, repetitive communication or failed communication. *To make a lasting impression on a person, it is important to part cordially. Courtesy phrases, like 'Have a great day', 'hope this resolves your issue', 'take care', 'sorry', 'thanks' etc can leave the other person with a good feeling. There is no doubt that '(Even) To disagree, one doesn't have to be disagreeable'

What are Telephone Etiquettes ?

Telephone is an important device with the help of which people separated by distance can easily interact and exchange their ideas. Got a brilliant idea and want to convey it to your friend staying out of the country, use the telephone. Telephone is one of the easiest and cheapest modes of communication. Telephone etiquettes - An individual needs to follow a set of rules and regulations while interacting with the other person over the phone. These are often called as telephone etiquettes. It is important to follow the basic telephone etiquettes as our voice plays a very important role in creating an impression of our personality, education, family background as well as the nature of job we are engaged in. The person giving the information is called the sender and the second party is the recipient. Let us now study the various telephone etiquettes. Please find below the various telephone etiquettes.

Always remember your voice has to be very pleasant while interacting with the other person over the phone. Dont just start speaking, before starting the conversation use warm greetings like good morning, good evening or good noon depending on the time. Never call any person at odd hours like early morning or late nights as the person will definitely be sleeping and will not be interested in talking to you. In any official call, dont use words like Any guess who I am? as the person on the other side might be occupied with something and can get disturbed. Always say Is it Ted?, and do ask him, Is it the good time to talk to you? and then start communicating. If the person sounds busy always wait for the appropriate time. Make sure your content is crisp and relevant. Dont 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 start interacting. 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 call. If by mistake you have dialed a wrong number, dont just hang up, do say sorry and then keep the phone courteously. Never put the second party on a very long holds. Always keep the information handy and dont run for things in between any call as the listener is bound to get irritated. While interacting over the phone, dont 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 concentrate what the other person wishes to convey and then continue with the book. After completing the conversation, dont just hang up. Reconfirm with the receiver whether he has downloaded 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 cant see your expressions so remember your tone should be apt to express your feelings in the correct form. Dont 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 convey. 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 greetings. 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 dont forget to convey him when he is back. Decrease the volume of the television or turn off the speakers while speaking over the phone as noise acts as a hindrance to effective communication If there is any disturbance in the network, dont just keep speaking for the sake of it; try to call after sometime with a better line.

Remember all the above telephone etiquettes must be practiced for an effective and healthy telephonic discussion and smooth flow of information.