Office Etiquette: Remembering Your Telephone Manners

Office Etiquette is a weekly column focusing on the do’s and dont’s of office behavior. A well-respected workplace reputation should be a goal for everyone.
No matter what your profession, it’s likely that you spend some time on the office telephone. And with so much texting, tweeting and e-mailing these days, we could all use a reminder of traditional phone manners. Here are some helpful tips:
1. Don’t use speakerphone. Nothing is worse than a coworker who takes calls on speakerphone. It’s one thing if you have your own office, but quite another if you work in a cubicle. Don’t even put the phone on speaker while it rings. This selfish and lazy behavior indicates you have no respect for anyone in the office, and it’s also distracting. In addition, the echo of speakerphone makes conversations difficult to understand.
2. Put your cell phone on silent or vibrate. Your cell phone should always be on silent or vibrate mode, not on the annoying “Hello Moto” or the latest Black Eyed Peas ringtone. Violating this rule is equally as disrespectful and selfish as putting your calls on speakerphone.
3. Speak clearly. Mumbling is always a bad habit, but it’s especially detrimental to your phone conversations because the receiver can’t reference body language. Speak clearly, slowly and directly into the phone. Be careful not to put your mouth too close to the phone, as it will muffle your voice.
4. Limit personal calls. Your cubicle is not the place to engage in lengthy conversations with your mom or boyfriend. Whether you answer the call on your office phone or cell phone, keep the conversation brief and don’t divulge personal information. No one wants to hear about your sexy Valentine’s Day plans or your bad reaction to Chinese takeout. If you must take a personal call, do so in a more private setting outside of your cubicle. Also remember the alternative to personal calls: text messages (but texting should be limited during the workday).
5. Don’t eat and talk. It’s difficult to understand someone whose mouth is filled with hamburger bits. Use the same rule on the phone as you would in person: Don’t talk with your mouth full. Waiting to chew your food results in awkward phone silences, so it’s best not to eat at all until the call is over.
6. Don’t take calls in the restroom. Whether on your cell phone or a hands-free device, it’s absolutely disgusting to take calls in the bathroom. It may seem like common sense not to speak with clients and customers while using the potty, but I’ve heard many conversations take place amid the sounds of bodily functions. It also leaves your poor coworkers wondering, “Do I wait until her conversation is over to flush?”
7. Use your inside voice. Shouting on the phone will only get you office enemies, and it could also annoy the person on the other end of the line. Remember to use your inside voice, and if the background noise is too loud, ask politely if you can call back.
8. Avoid distractions. Particularly during a conference call, it’s very easy to get distracted. Your computer is in front of you with the Internet at your fingertips, your coworker is telling you a funny story, you’re eating lunch at your desk. Even though you may not be contributing to the entire conversation, be aware that you could be asked a question at any point during the conference call and therefore should always be listening. “Uhhhh” is not an appropriate response.
9. Know how to work the phone. It sounds easy, but you’d be amazed at how many people neglect to learn how to transfer calls and place callers on hold. This should be one of the first things you learn at a new job.

source:thegrindstone.com