2. NEED FOR PHONE ETIQUETTE
• Telephonic communication in modern day world is no more a luxury.
It has become a need.
• It is probably one of the most important inventions of the eighteenth
century.
• Eventhough people communicate a lot through WhatsApp and other
chatting applications telephonic communication continues to be the
most convenient way of making a conversation.
• Telephonic conversation across the globe has brought people
together. It has helped in making our relationships stronger.
• However, sometimes telephonic conversation may lead to
miscommunication. So it is very important for us to follow certain
etiquettes during telephonic communication.
3. APPROPRIATE GREETING & POLITENESS
• Start your telephonic conversation with a
nice greeting like 'Good morning',
'Namaskar' etc. Avoid using words such as
"what do you want?" or "yes."
• After greeting, ask whether the receiver of
the call is busy or not. Confirm if it is the
right time to talk.
• We should always use a polite tone.
• Do not use foul language, curses or obscene
words
• We should try our best not to sound angry
or domineering.
• We should record your own conversations
so that we know how we sound to others.
4. CLARITY
• You should be clear about the purpose of the call.
• Think before speaking. Practice before making an important call.
• Note down the things you want to discuss.
• Introduce yourself properly. Also, introduce your organisation.
• Clearly state the purpose of calling.
• Do not use very long sentences.
• Do not use incomplete sentences. This may lead to
miscommunication.
• Do not use too many difficult English words.
• Keep your language clear and simple language.
5. AVOID LONG CONVERSATION
• It is very important to understand that people are very busy these
days. So, keep your conversation short.
• It is very important to ask if the receiver has enough time to speak to
you.
• Avoid discussing irrelevant details. Keep the conversation interesting.
• Avoid using filler words -- like 'hmm', 'huh' etc. This only conveys that
you are confused.
• You should sound happy and energetic and not dull.
• Always pay attention to the tone of your voice. You should always
sound positive.
• Do not be loud.
6. QUIET BACKGROUND
• For effective telephonic communication,
ensure that both parties are able to hear
each other clearly without any
background noise.
• Make your call at a time when you are
not required to do any other work and
ensure that there is no disturbance
around.
• Loud noise such as music, people talking,
television or road traffic can interfere
with the telephonic conversation and lead
to miscommunication.
7. CLOSE THE CONVERSATION
• At the end of the telephonic
conversation, summarise.
• Summarising helps you to confirm
that the listener has understood
what you wanted to convey.
• If there is any misunderstanding,
it gets clarified here.
• The listener is also able to give
his/her value points.
• Always end the call with a
pleasantry like -- "It was nice
talking to you", "Have a nice day",
“Take care” etc.
8. SUMMARY
• Start your telephonic conversation with a nice greeting
• Confirm if it is the right time to talk.
• Always use a polite tone.
• Clearly state the purpose of calling.
• Introduce yourself properly.
• Keep your conversation short
• At the end of the telephonic conversation, summarise
• Always end the call with a pleasantry
