Be Polite and Professional
When you call another person, always ask, “Is this a good time
to talk?” Top executives use this polite and professional phrase
to open up a phone call, even prearranged, scheduled phone
calls. If an emergency has arisen in the interim, it may not be
a good time to talk, after all. If you try to forge ahead with your
conversation at that point, the other person will be unable to
pay close attention. So always ask, “Is this a good time?”
If the other person says it is not a good time, offer to call
back later or ask the person to suggest a time that would be
more convenient. This is a simple way to show courtesy and
respect, and it will be appreciated. Never assume that the
other person has the time to talk to you at this moment, no
matter what you have arranged earlier.
Avoid Telephone Tag
Do everything possible to avoid playing telephone tag. Set
up telephone appointments exactly as you would set up a
face-to-face meeting in the office. When you call people,
leave a specific time and number at which you would be
available. When people call you, and you can’t always speak
with them, have your secretary get a call-back time that is
convenient for the caller. It should be during hours when
you will be in your office or available by telephone so that
you can return calls on time.
Use the telephone as a business tool. Get on and off the
phone quickly. Get straight to the point. Be polite and
friendly, but businesslike and result-oriented.
MANAGE THE TELEPHONE 83