How to practice good phone and e-mail etiquette at work

How To Practice Good Phone and E-mail Etiquette At Work

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How To Practice Good Phone and E-mail Etiquette At Work

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You Will Need

  • A job
  • An email account
  • A phone with voice mail
  • Some common sense

Step 1: Remember you’re at work

First and foremost, remember you’re at work. Now is not the time to call or email your long lost frat brothers, ex-girlfriends, or bookie.

Step 2: Don’t use speakerphone

Don’;t use your speakerphone unless it’s completely necessary. Otherwise, it’s just obnoxious.

Remember: background noise can be heard when you’re on a conference call from home—and that includes toast popping, kettles whistling, and toilets flushing.

Step 3: Keep voice mail short

When leaving a voice mail, keep it short—you are not auditioning for Hamlet. Just provide the essentials: your name, your number, and a BRIEF reason for calling.

Have your message ready before you call. Nothing is more annoying than listening to someone stammer while they try to formulate a coherent thought. And remember to enunciate so the person doesn’t have to replay your message 25 times.

Step 4: Include simple subject line

Always include a simple, straightforward description in your email subject line so its recipient can quickly assess if it’s important, and easily relocate it later.

Step 5: Be careful with email

Remember that an email doesn’t convey a context the way your gestures, expressions, and tone of voice would. What you write in a playful way may come across as harsh or insulting to your reader.

Always spell-check your email before hitting ‘send’; It’s easy, and may just save you a lot of embarrassment.

Step 6: Include explanation when forwarding

Forwarding an email to a co-worker? Always include a brief explanation so they’re not left to ponder what you may want from them. If you’re totally swamped, at least include “FYI”

Did you know?

Eighty-two percent of what you communicate on the phone is non-verbal—in other words, what you say is far less important than how you say it.

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