Office Etiquette on Speakerphones

Appropriate Use

Speakerphones should be avoided when possible. Because a telephone call is a private communication, speakerphones shouldn't be used unless you can secure the conversation. This means speakerphones are not appropriate for use in a cubicle, which would disturb co-workers anyway. A private office must be used, and the door must be shut. Realize that voice mail also should not be checked on speaker, especially because you cannot obtain consent from the person who left the message.

Effective Use

Improperly using a speakerphone makes conversations difficult, especially for the person on speaker. Some people raise their voices when using speakerphones, becoming too loud. Others are too far from the phone and cannot always be heard. A person on the other end usually can tell if someone has walked away from a phone and sometimes must strain to hear.

Company Guidelines

Some workplaces have etiquette guidelines or policies on the use of speakerphones. Some don't allow them at all. Contact your human resources department or supervisor for advice before putting someone on speaker.

Cooperative Use

Successful conversations are cooperative affairs. It makes sense, then, to gain the cooperation of your phone partner before you using your speakerphone feature. Don't answer the phone with the speakerphone enabled. Ask if it's all right to put the caller on speaker with a brief explanation of why -- you want to refer to relevant files and need your hands free, for instance. Make sure to tell the person you're talking to if someone else is in the room, and introduce the third party. If your phone partner asks to be taken off speakerphone, comply.

Noise

Sometimes people see the speakerphone as an opportunity to multitask. Resist the temptation. It's not only rude to split your attention, but it also creates noise. People can hear typing, papers moving, the sound of eating and other sounds. Such situations don't make for good business conversations and may offend.

Alternatives

Consider a headset instead of the speakerphone if your real aim is to keep your hands free in order to take notes or refer to documents. If a group must be party to a conversation, consider a conference call, a webinar that links people online or through a central number or a group video chat through a VoIP service such as Skype.

source:http://work.chron.com