“Good manners have a lot to do with emotions. For them to sound true, you need to feel them, not just demonstrate them. ” This quote by original etiquette guru Amy Vanderbilt is a template for all communication protocols.
Phone etiquette is no exception. What with a smartphone that imitates us in “smartness” and the speed with which we can now connect with people and convey a message. Just by pressing a nanosecond we share thoughts in a world where data rates are high and time to slowly ponder the context, suitability and suitability of a telephone connection is less. But sometimes speed costs us etiquette and considerate behavior. Due to the fact that the snail mail capitulates to e-mail, and the exchange of text messages on the way to the overturning of e-mail, the telephone etiquette of exchange of messages and calls has become important in business communication. Here are some common sense markers that top the chart.
Relevant message for the carrier
The lightning speed with which we work around the world, thanks to technology, sometimes demand, fast solutions, fast results and communication on the go. If the results are demanding and time is short, it is easy to sacrifice courtesy to the altar of fast delivery. First of all, depending on the nature of communication, you need to decide on the form and method of communication. If you are contacting someone by phone for the first time, it is better to send a request rather than earn a “block”. Chances are your number is new, so it’s best to make a mistake on the part of the formality. When sending text messages, make sure your tone is personalized by introducing yourself, your company and the reason for the call. Widely known abbreviations and emojis can be used in the case of messaging, but do so sparingly, depending on the context. Avoid spam texts such as “Never offered before”, “Get rich quick”, “Rich discounts” and others. Mention the call to action expected of the recipient, clearly and concisely. Typos and grammatical errors can also cause messages to become spam. Sending voice messages is best avoided if you are not familiar with the customer in person or the conversation has been going on for a long period of time and it is mutually acceptable. Facilitate the frequency of messaging and maintain a polite tone, also firm if required will be helpful.
Smart phone etiquette
Since building a relationship is the key to any customer-to-service equation, a phone call may well be a reference to creation or a breakup. First of all, it is best to avoid professional calls in public. It is even better not to have whimsical ringtones and sharp and piercing melodies of the subscriber in a professional setting. Keep your voice audible and full of expression through appropriate intonation, as the interlocutor does not see your facial expressions, will help break the ice and meaningfully engage the listener. Using standard phone calls such as “Good morning! This is ABC, from XYZ. How can I help you? ‘, Can be a reliable bet and can be spoken with enthusiasm and warmth. Expressions such as “Sorry, the line is busy” can be used to provide negative information. Could you call back later, please? or “I’m afraid I think you dialed the wrong number.” “Sorry you got the wrong number.” You can see the explanation by saying, “Can I check with you a few points?” or “Could you tell me the exact problem?”
If you demand to postpone someone, it is better to give. Cause and limit the period to 20 seconds. If it is absolutely urgent, ask if it is possible to transfer the subscriber to the content, and continue accordingly. Acceptance of a message for a person in absentia should be convincing and complete. Hasty, distorted and unintelligible speech is best avoided for better communication. Politely looking for an explanation is not a blue murder. Ask, “I’m afraid I didn’t quite understand” or “I’m sorry, but please, could you do it again?” This is better than getting stuck with misinformation.
Sending messages without looking back, sending a long voice message to a professional acquaintance, loud music in the background, etc., will be spammed and turn out to be professional characters, but this is a discussion another time!