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Cell phones are a boon in today's world but can be a disturbing element if not used in the appropriate way. As we know, etiquette refers to good manners which help an individual find his place in the society. It is essential for an individual to behave in a certain way for others to respect and appreciate them. Etiquette refers to a set of rules individuals need to follow to be accepted in society. It is important to be serious and a little responsible at the workplace. Never adopt a casual attitude at work. Remember you are not the only person working in the organization there are other people as well. You need to respect each other's privacy and cannot afford to disturb them. Appropriate telephone and mobile etiquette is essential as communication on the phone is the fit contact point for business. Thus it becomes critical to leave a positive lasting impression on all the customers to build up a distant relationship. Always keep your cell phone in the silent or vibration mode at the workplace. Loud ringtones disturb employees who are around. Your office phone is only for official purposes. Do not circulate your official number amongst friends and relatives. Making personal calls from an official phone is simply not expected out of a sensible professional. Your caller tune leaves a bad impression on clients who call you. Always be soft and polite while talking. Never shout on the phone. No using foul and abusive language. Never leave your phone at another's work desk. It would waste yours and your colleagues' time. Do not carry your cell phone to the restroom.
In verbal communication, the way you talk does matter a lot. Start your conversation with a warm 'hello'. As the other person cannot see you it's your tone which makes the difference. While attending an important official call, concentrate and speak very clearly. Never chew anything while speaking over the phone. Be clear what you intend to communicate. It's advisable to keep related documents handy. Do not make the other person wait. Always keep a notepad and pen ready with you to jot down important points. Be crisp and precise at your workplace, do not go for long personal calls. Make sure your mobile calls do not hamper your productivity. Do not pick up calls when someone is sitting with you, as it is bad manners, unless it is an emergency. Avoid calling any of your clients or colleagues before 8am in the morning or after 8pm in the evening. The other person might be busy with his family and friends, and would definitely not pay attention to your conversation. Switch off your mobiles while attending meetings, seminars or presentations. In case of an emergency move out of the place to attend the call.
When it comes to business communication, though, there is nothing like a phone call. From introduction to sales pitches and the handling of sensitive customer data, phone calls remain the best way to communicate professionally. By prioritizing customer service, phone etiquette calls remains a helpful and efficient way to communicate. Phone etiquettes are very important. You do not get a second chance at a first impression. How you conduct yourself on the phone may be the only insight a caller has about your business products and the way your organization operates. Nothing leaves a bad taste in the mouth of potential clients faster than bad phone manners. Callers do not care if you are distracted, overwhelmed with in person customers or feeling awkward answering the phone. They just want their questions answered and issues resolved quickly and completed as possible. Failure to deliver proper phone etiquette can get the entire customer interaction off on the wrong foot. Bad manners can send a clear message that the organization simply does not care about their customers.
Always introduce yourself. Start by reminding the person you are calling, who you are and why you are reaching out. They will appreciate the courtesy even if they have recognized your name and number when they picked it up. Work from a script A call script can provide a standard introduction and conversational upon which you base all your conversations. You will be ready to communicate and actively listen to the requests of customers. Always speak clearly. The best phone etiquette techniques will not mean a thing if the caller cannot hear what you are saying. Be always sure to speak carefully and slowly so the person on the other hand can understand you.
Listen to the clients requests. When you are busy multitasking, it is hard to focus on the requirements of the person on the phone. set aside other tasks as you actively listen to the requests of the caller. Ask follow-up questions for clarification to show that you are engaged in the conversation. Repeat the requests for clarity. Miscommunications can happen.
Treat your callers the way you like to be treated on the phone. Make things easy, a friendly conversation that accomplishes goals for both parties. The golden rule applies to just about everything in life but this is especially true in the business world. Leave succulent voice mails. If you receive a voicemail, leave a message that is short and sweet including your contact information and a quick indicator of why you are calling. Do not answer the call too casually. Do not have people on hold for a long time. It may be better to take the caller's number and call them back later. Never talk with your mouth full. Do not use slang and always keep the language professional, unless you know the person socially. Do not speak too loudly. Nobody likes being shouted at over the phone. Adjust your voice to a normal tone. Do not lean heavily on voice mails. Most people hate listening to voicemails and responding to them. Do not put people on loudspeakers especially if there is lots going on in the background. It would lower the quality of your call making it difficult for the caller to understand.
Cell phones and voice communication are an integral part of our lives. It must be used efficiently to best serve you in your professional life. Cell phones have great potential to increase your efficiency and productivity. Cell phone etiquettes have several components like using the actual phone when using your cell phone for calls. Using the apps on the cell phone for productivity and networking. The perception of others when you are using your phone for business.
A cell phone is an indispensable tool for the business professional. One should take advantage of technology applications. They are there to improve your business lifestyle including collaboration platforms, productivity tools and networking platforms.