Telephone and E-mail Etiquettes You Should Know About
While emails and instant messages have become quite the standard forms of communication in offices, telephone continues to play a significant role in establishing lasting business relationships and offering effective customer support. A good employee should be able to flawlessly handle both forms of communication to ‘follow up’ with the fast paced corporate world. You can successfully do that by knowing about the standard protocols and etiquettes of sending emails and conducting a phone conversation. Good Telephone Manners You Should Adopt Whether you are an executive secretary, front desk professional or at any other designation, learn these telephone etiquettes to demonstrate excellent office skills:
- Eating or drinking while on a phone conversation with a client or business official is considered bad manners. Avoid doing that.
- Watch your voice modulation and communicate clearly, yet in a timely manner. Don’t take more than half a second of break after each sentence.
- Open the conversation only after greeting the person on the other end of the phone and introducing yourself along with the company you work for. For example, ‘Good Morning, Mrs. Baskin, This is Robert Fernando from XYZ Corporations’.
- In order to ensure quality conversation, include sentences such as, ‘Is it the right time to talk to you?’ If they do not appreciate any calls at that very moment, politely ask them to specify a convenient time when you can call them again.
- Be ready to explain the purpose of your call in a brief and clear sentence.
Receive a phone call with a ‘Thank You’ and end the sentence with an honest intent of assistance. For example, ‘Thank you for calling XYZ Corporation. This is Robert Fernando. How may I help you?’
Good Email Etiquettes You Should Adopt In order to ensure effective communication between your company and clients or between your company and other business associates, follow these tips while composing an e-mail:
- Try and be conversational not unprofessional. E-mails that are well documented and are easy to understand are read through to the end. However, using short forms and colloquial language, such as ASAP and guys are professionally disregarded.
- Keep the email short. You do not want to engage people in long and exaggerated emails when the information can be summed up in a few sentences. People have limited time in this busy world and reading long emails can be frustrating.
- Make sure you have a good subject. Take time to develop an informative and attractive subject line. Pitch in the call to action. For example, use words such as ‘URGENT’ or ‘Follow-Up-Required’ to notify the reader of the importance of the email.
- Do not use colorful and stylized font unless it is meant to be a fun mail. For regular business emails, keep the formatting simple and formal.
- Do not send a business email without the signature. You can go to the mail settings and develop a signature text, including your name, designation, a concluding note, such as ‘Thank You’, Warm Regards’, etc.
- Lastly, do not send email attachments that are at a risk of containing viruses. Also, always send a compatible/convertible file that the email recipient is able to open.
Once you have good command over telephone and email etiquettes, your contribution in increasing the productivity of the company will be conspicuous through your excellent set of soft skills.