Handling Technology Professionally: Telephone Etiquette

" I can't stand when my boss answers the phone when I'm in his office in a meeting with him.He is telling me that I am not important!"

Return phone calls within a day
people who take a week or more or just don't bother to return a phone call is a complaint I hear a lot.People hate it when others don't return the phone calls.And in some professions if you don't return the call immediately you could lose the sale.

Don't answer your phone while you have a visitor in your office
This doesn't involve new technology,but it occurs a lot and it's rude.You are telling your visitor that the person on the phone is more important than him or her.Unless you are expecting a very important call, let voice mail take a message.And if you do pick up ,let the person know why you have to answer,Such as," I'm expecting a call from my boss."This is also true if you are meeting with colleagues or subordinates,if someone informally stops in your office,or when you are with others and your cell phone is turned on.

Don't place people on hold without asking permission
The person may not have time to wait.Also ,don't ask if you can place someone on hold and then do it with our waiting for an answer.

Don't leave someone on hold without giving updates
People do get nervous when put on hold for a long period of time.They think they've been forgotten.Give the person the option of continuing to hold or calling back at another time.

Do not use call waiting in Business.

Don't stalk your co-workers while they're on the Phone
It's rude.Even if you're out of earshot,It's still rude.You'll distract the person.Leave a note or stop back later.If the person had wanted to see you ,signal the person that you are available.

Don't interrupt others when they're on the phone
This seems like a no-brainier but the participants of my seminars tell me people do this all time.One woman's boss just barges right in and starts talking to her as if the phone in her hand is visible.She resents him! If it is very important, signal the person that you need to speak with him or her or leave a note.

Let a caller know who else is in room when the speakerphone is being used
It can be embarrassing if the caller says something only you were hearing it

Don't use a speakerphone if you share office space with others
your co-workers can hear your conversations and it's annoying and a distraction

Treat conference calls like regular meetings
Be on time and be prepared.Participate but don't hog the conversation.It can be tempting to keep on talking since you can't see that others are eager to talk also.

Whoever is hosting the conference call knows who all the other participants are.Introductions should be made.

Don't sneak out of a conference call
You think you can run to the restroom or the copier and no one will know,but you might get found out.You will look like you don't care about the meeting and may offend the other participants

If you have Caller ID,don't answer using the person's name
You may be wrong ! Someone else may be using the person's phone.A Woman answered,"What do you want!"to her boss.Her boss was using her friend's phone..