Phone Etiquette in the Office

Posted on by Forest in General, Opinion

I think we can all agree that either as someone on the end of the phone to an office worker or a colleague who has to listen in on someone else’s telephone dealings that not following some simple rules can be really annoying and unprofessional for everyone.

Phone Etiquette in the Office

Phone Etiquette in the Office

Lets take a look at some etiquette that you should consciously follow to help you talk on the phone in a way that will be better for everyone.

On the office phone to a client or colleague

It’s easy when not being face to face with a client or even if they are not very clear or just plain boring to talk at them, not fully listen or even do something else. Answering the phone can be a pain in the backside for everyone but it’s usually a job requirement. Make sure you are ready to answer the phone and don’t allow yourself to have a distraction such as a web page you are reading or a doodle you are doing. You need to pay attention to what the person is saying, take notes if need be and talk in a calm, clear way without raising your voice too much or sounding arrogant or disinterested. Keep your cool even if they are not, I know, sometimes this is a real art and it takes practise! On the flip side don’t get too personal unless you really know the person on the other end of the phone. Also avoid jokes that could be offensive!

On the office phone, etiquette for those around you

Do you have a desk buddy who laughs really obnoxiously? Have you ever stopped to think how you may sound to everyone else around you, yourself? Be conscious of not wandering around the office (if wireless), stay in one stop, talk at a normal volume and don’t laugh really loudly as to annoy everyone.

On your own phone

No one wants to hear about your weekends conquests, how hungover you are or what Rob or Gene are doing next weekend. Metro PCS Phones promote with the tagline “Wireless For All” but that does not mean “Wireless for All To Hear!”. Your personal conversations shouldn’t really be taking place in the office at all, especially not at a volume everyone can hear. Keep your cell phone on silent and don’t answer it at the desk. Take the phone to a quiet area and  keep your conversations between you and the person on the line. Also don’t take massive chunks of your working day out for personal calls, it upsets everyone in the office even if no one says anything!

Phone Etiquette in the Office

Just use common sense and think about what you are doing and it will be just fine. Your office may have procedures for how you have to answer the phone so familiarise yourself with such things and try to make sure you periodically review your phone etiquette to make sure you are not getting sloppy.

Now what tips do you have?

Related: Become a Better Team Player

Thanks for reading - Phone Etiquette in the Office

Tags: office, on the phone, telephone, telephone etiquette