Phone Calls Etiquette

When you make or receive phone calls, you are representing yourself, you organization to internal & external customers.
The impression you make on phone call that may be permanent.
Make sure that your voice and methodology shows that you are alert and at your best

General tips for answering calls:

Try to receive calls within three rings as much as could.
Always identify yourself when you answer the phone calls.
Speak in a pleasant tone of your voice-the caller will appreciate it.
Be a good listener and allow to speak others without interrupting.
Always use the hold button when you are holding a call so that the person in front cannot hear the surrounding.
Be polite when someone dialed accidentally wrong numbers.Listen him carefully and try to find out where they are calling or whom they want to talk.

If you are bored from a long call there are several ways to end this conversation without making up a story or sounding rude:

Promise to finish your discussion at another time because you have to finish some another important work now.
How much enjoyed you this conversation, tell him/her.
Always end with a pleasantry. “Nice talk had with you” or Have a good day.

What you mean-“He is out” – Tell the caller- “He/She is not in the office at the moment. Would you like to leave a message?”
What you mean-“I don’t know where he is”. Tell the Caller-“He/She has stepped out of the office.Would you like to leave a message?”
What you mean–“She took the day off”. Tell the caller-“She is out of office for the day. Can someone else help you?”
What you mean-“He/She is busy”. Tell the caller-“He/She is unavailable at the moment. Would you like to leave a message to him/her?”
And most important thing always answer with greeting e.g. Good Morning, Good Afternoon, Good Evening.

Always put your phone in silent or vibration mode while attending or meeting.
Try to keep your conversation short & simple.
Avoid distracting others with your phone ringing. Keep low volume ring with pleasant ringtone.
Never use mobile while driving. It is dangerous & unlawful.