While some offices have done away with the office landline phone, most have not. Itís still a major communications device and, depending on how itís used, can present a positive or negative image of your business. Here are five tips to remember when using the office phone.
- Face-to-face trumps phone calls. The person with you deserves your attention. When meeting with someone, put your phone on Do Not Disturb so calls automatically go to voice mail. If you donít have DND, you may have to answer the call to stop the annoying ringing. Let the caller know youíre busy and will call back later.
- Hold back on the HOLD button. If you place a person on hold, be sure to limit the time you leave her there to no more than a minute, two at the most. If youíre the person on hold, wait no more than three minutes and then hang up. If you donít hear back from the offending party soon, call again. Of course, try to curb your annoyance when you do call back.
- ďHi, itís me.Ē Not a good idea. Best practice when calling or answering a call is to give your name right away: ďHi, this is Jim Jasper from Jasper Electronics. Is Tom Jameson available?Ē Or ďHi. Thank you for calling KSC. This is Peter Krackow. How may I help you?Ē If youíre on the receiving end of a call from No Name, you can always ask, ďThank you for calling ABC Electric. With whom am I speaking?Ē or ďWhoís calling, please?Ē
- Nix the speakerphone in the cube. These should not even be in cubicle areas or open office environments. Donít make others listen to the dial tone, the annoying beep, beep beep while you dial, the ringing and the person answering, all before you pick up the handset. Use them only in an office or conference room with the door closed.
- Try answering the phone. In todayís office world, especially those with open office areas and open office policies, everyone can hear the phone ring. Even an executive can step up to the plate once in a while. Itíll impress the heck out of a caller to have the owner, CEO, or senior executive answer a call. I know a bank president who would take a turn answering calls in his call center. Imagine the surprise when a caller with a problem got the head honcho on the line. Great for the bankís image.
Rudeness America Poll
Last week I asked readers if they thought Americans are ruder today than twenty or thirty years ago. Thank you to those of you who clicked on the link and answered the question. If you havenít and would like to, click here. The URL is https://www.surveymonkey.com/s/W7YMV89. Iíll announce results next week.
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Patricia Hunt Sinacole is president of First Beacon Group LLC, a human resources consulting firm in Hopkinton. She works with clients across many industries including technology, biotech and medical devices, financial services, and healthcare, and has over 20 years of human resources experience.
Elaine Varelas is managing partner at Keystone Partners, a career management firm in Boston and serves on the board of Career Partners International.
Cindy Atoji Keene is a freelance journalist with more than 25 years experience. E-mail her directly here.
Peter Post is the author of "The Etiquette Advantage in Business." Email questions about business etiquette to him directly here.
Stu Coleman, a partner and general manager at WinterWyman, manages the firm's Financial Contracting division, and provides strategic staffing services to Boston-area organizations needing Accounting and Finance workforce solutions and contract talent.
Tracy Cashman is a partner and the general manager of the Information Technology search division at WinterWyman. She has 20 years of experience partnering with clients in the Boston area to conduct technology searches in a wide variety of industries and technology.
Paul Hellman is the founder of Express Potential, which specializes in executive communication skills. He consults and speaks internationally on how to capture attention & influence others. Email him directly here.