Phone etiquette is not only a matter of courtesy and professionalism, but also a key skill for managing your time effectively. Whether you are making or receiving calls, you can use some simple strategies to avoid wasting time, reduce interruptions, and communicate clearly. Here are some tips on how to use phone etiquette to manage your time.
Before you pick up the phone, have a clear purpose and agenda for the call. Write down the main points you want to cover, the questions you need to ask, and the information you need to provide. This will help you stay focused and avoid unnecessary digressions. If possible, schedule your calls in advance and let the other person know how long you expect the call to last. This will also help you respect their time and avoid catching them at a bad moment.
Planning your calls: Once you arrive to the office, please take the time to read your emails. Ask pertinent questions to staff BEFORE starting your calls so you don’t misinform others. Also, timing is everything. If you have to make outgoing calls remember people are at work and have other duties to fulfill. Place calls between the hours of 12-2, once you have gathered all necessary information. You will find people are more pleasant after a bite to eat ??
Effective phone etiquette is integral to efficient time management. Begin by prioritizing calls based on urgency, utilizing caller ID for quick assessment. Establish specific times for calls to avoid constant interruptions, setting clear boundaries for personal and professional availability. Craft a concise, professional voicemail message and check it at designated intervals to manage responses efficiently. During conversations, maintain politeness but limit small talk, ensuring clarity on the call's purpose. Whenever possible, schedule calls in advance to organize your day effectively.
One of the main things is planning your calls and setting a schedule when you’re available and when you’re unavailable. Your tone of voice will need to be neutral and upbeat. This way the person you’re speaking with isn’t put off with how your talking and how your sounding .
If you are busy or not in the mood to talk, you don't have to answer every call that comes your way. You can use caller ID, voicemail, or a polite message to screen your calls and decide which ones are urgent or important. You can also set specific times for making or returning calls, and inform your colleagues, clients, or family members of your availability. This will help you avoid interruptions and distractions, and focus on your priorities.
Have you ever been in a conversation where the person you're speaking with is rambling, and you're being polite by listening while trying to find the first chance to exit the convo? They are selfish and rude for wasting your time. That is what we do when we speak (sober or not) without being concise and without purpose. Know exactly what you want to say, how you want to respond, and listen to signals from the person you're speaking.
When you are on the phone, you should always use a friendly and professional tone, greet the other person, and introduce yourself. You should also avoid multitasking, eating, chewing gum, or doing anything that might interfere with your attention or sound quality. If you need to put the caller on hold, ask for their permission and explain the reason. If you need to transfer the call, introduce the caller to the person you are transferring them to. And when you end the call, thank the caller and summarize the main points or action items.
One of the most important aspects of phone etiquette is listening actively to the other person. This means paying attention to what they are saying, showing interest and empathy, and asking relevant questions. Listening actively will help you understand the caller's needs, concerns, or feedback, and respond accordingly. It will also help you avoid misunderstandings, conflicts, or repetition, and save time.
We can record in writing while listening actively. Need to be a good listener to be a good leader. Listening with ears and mind open is very helpful.
When you are speaking on the phone, you should try to be concise and clear. Use simple and direct language, avoid jargon or slang, and speak at a moderate pace and volume. You should also avoid interrupting the caller, unless you need to clarify something or steer the conversation back to the topic. You should also check for comprehension, by summarizing the main points, repeating important information, or asking for confirmation.
After you finish a phone call, you should always follow up with the other person. This can be done by sending an email, a text message, or a note, depending on the situation and the preference of the caller. You should thank them for their time, recap the main points or action items, and provide any additional information or resources they might need. This will help you reinforce the message, show your professionalism and courtesy, and prevent any confusion or delays.