The Etiquette you need to follow when taking a phone call

Maintaining a proper etiquette is not important only when you are talking to a person face to face but also when you talk on the phone. It leaves an good impression of you on the person at the other end of the phone. There are some simple tips to follow to keep up the good impression on phone.

1.      Receive the call by the third ring

Always answer your phone call by the time it rings three times or have your answering machine pick up by 3 or 4^th ring. Do not leave the telephone ringing. Most of the people do not like speaking into answering machines but at the same time it is better than not having an option to leave a message.

2.      Greet Professionally

Always keep your greeting short and professional. If you are expecting an official call or a phone interview and you need to greet the best way, write down the greeting on a piece of paper and practice it. After sufficient practice record your greeting and then hear to it repeatedly so that you can know if you are speaking too fast or too slow. Your greeting should be professional and clear. Provide the caller clear instructions about what to do when they are leaving a message.

3.      Be ready before you take the call

Be ready with a paper pad and pen when you are taking a call. Be an active listener and take notes if any when somebody calls you. One important thing to remember is to write down the name of the person you are talking to as you need to address him with the name and also it might come handy in future when you have to call the person.

4.      Be a good listener

Take notes while you speak on the phone. Let the caller know you’re noting down some points and this will indirectly tell the caller to slow the pace of the conversation. If you are inquiring about the caller’s name then ask for the spelling as each one’s name might have a unique spelling.

5.      Return calls promptly

This is the most professional telephone habit everybody must have. Always try and return the phone calls at the right date and time as you have promised. This keeps up the good impression of you among people and they will trust and rely on you next time. Return all the important calls as soon as possible that are recorded on your answering machine.

These are the tips you need to follow when you take a call. Follow them and leave a lasting Impression!!