Proper telephone etiquette in the workplace is very important. Proper telephone etiquette can be ultimate keys to gain positive impression from clients. There is a right way of making or answering calls and you must adhere to the rules especially when you are representing a law firm. It is essential to ensure that every call is properly handled with professionalism and excellence.
Here are some proper phone etiquette tips that can help you
- Absence of an emergency avoid taking personal calls or text messages at work. If you must answer or respond to a personal call or text message during the workday, do it during a designated break.
- When answering or making a call always identify yourself with your name and position or job title. Always answer a phone by saying “good morning’’ or “hello’’. Always introduce yourself politely by stating your name or the company you are representing.
- Avoid sounding overly aggressive, anxious, or pushy. It is important to keep a tone that conveys confidence and authority.
- When working in an open floor plan or cubicle office use an inside voice and turn down any music or move away from loud distractions.
- Think before you make calls to clients and opposing parties. You need to think about what you exactly plan to discuss or say before placing a call. You can jot down essential items you need to discuss and questions that you plan to ask. Or you can simply expect or predict being placed in a voicemail system. By planning your questions and messages you can make them direct and as concise as possible to persuade the person you are talking to respond.
- Keep a short, concise, and daily call log by writing down the name, phone number, and brief description of your calls. Include a time entry to help capture billable actions.
Proper telephone etiquette in the workplace is a vital skill for lawyers and paralegals to possess. Proper etiquette can help boost trust, productivity, and efficiency between co-workers and clients. Need help developing proper phone scripts for your office? Contact us – we can help!