Professional Business Phone Etiquette

Get voice mail, automated attendants and phone features working for you

Today's sophisticated business phone systems can do more harm than good if proper business phone etiquette is not employed when using them. When using call transferring, call hold and other useful features, don't forget the human element. Simply put: Treat your callers in a way that you would want to be treated on a business telephone call. 

Below are the key points to follow when conducting professional telephone interactions that will help you and your employees create a business phone culture in your company.

Transferring Calls

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Transferring a telephone call is more than just knowing what buttons to push on your telephone system. The business telephone etiquette that you and your employees use directly reflects upon the image that your business portrays. Learn the proper way to professionally transfer a call without frustrating your caller. More

Placing a Caller On Hold

When a caller is placed on hold, a minute seems like forever. Proper business phone etiquette can improve the perception that the caller has of you and your company. These are the little things you can do and say to improve the experience of the caller placed on hold. More

Ending a Call

There are several reasons that you may need to end a phone call. The most common is the "long-winded talker" that is consuming your time. Done correctly, you can end the phone call and not offend the caller or damage your or your company's reputation. Here is a guide on you how to end a phone call professionally and without offending the caller. More

Creating Individual Voice Mail Greetings

A voice mail greeting is a statement of who you are and what your company values. A short and abrupt voice mail greeting will send a negative message to your callers. A long and drawn-out greeting will frustrate them. A properly composed voice mail greeting can leave your customers with a positive image of your company. Here are the basics elements of a proper voicemail greeting that you can personalize to your individual needs. More

Creating Department Voice Mail Greetings

Providing your callers with an alternative to waiting on hold will give you a competitive advantage. Setting up a departmental voice mail box and greeting will give you that advantage and help you keep your callers happy.  More

Writing a Script for an Automated Attendant

The first thing your customers and business associates will hear when they call your company will be your telephone system automated attendant. Learn the etiquette necessary to write high-quality scripts for your automated attendant and give your callers the service they deserve.  More

Writing an Automated Attendant Script for After-Hours or Business Closures

If your business closes after a certain time or on the weekends, and there is nobody to answer or assist your callers, create an after-hours automated attendant greeting. Tell your callers up front that the business is closed and ask them to call back at the end. Also include your normal hours of operation.  More

Leaving a Professional Phone Message

Voice mail has become a standard part of every business class telephone system, and knowing how to leave a professional voice mail phone message will reflect positively on your company. Every employee that uses the phone as part of their job should know how to leave a professional phone message. More