Although instant messaging and email have become a standard form of office communication, the telephone still plays a vital role in the industry. Telephone calls should follow certain rules of etiquette to help make the experience a productive and pleasant one for the people involved.
Presenting a professional image to your caller is of utmost importance inside the office. Making your customers well-informed makes them feel taken care of by the entire organization. The following tips will help establish better communication with your clientele.
Being Prepared
Preparation is necessary when taking calls. You have to be mentally and physically prepared at work so you can listen and communicate more effectively.
It is important that you have a strong start to better establish a rapport with the caller. Greeting in an impressive tone can help put you to a good start and can make things right all throughout the conversation.
Techniques may be used to build a better rapport with callers. Read on several techniques and apply them at work each day.
Effective Techniques to Use
On hold techniques are available to maintain a polite conversation with clients. One of the commonly used sentences in the office today is, “May I put you on hold?”
When transferring calls, it is important that you inform the caller of what you are about to do. Remember to tell the caller where you are going to transfer or redirect the call.
How to Speak
There are certain tips that help achieve better communication. Here are some few important things to remember:
• Speak clearly - Enunciate the words clearly and distinctly.
• Use the proper tone - A nonverbal component in communication is your tone of voice. Use a soft but firm tone so the caller can understand you better. Such tone will also make a polite answer to the individual. Cell phone calls tend to produce a louder noise. Be sure to lower your voice when answering calls from a mobile phone.
• Effective listening - Drop any activity before taking a call. These activities can be disturbing to you and the caller as well. Listen intently and patiently to the person speaking so you can get the right message imparted by the caller.
Distractions can come from anywhere or from anybody once you are on the phone. It can come from a blinking message on your computer or from an officemate chatting behind. It is essential to avoid these distractions so you can concentrate better on your task.
• Positive speech - Language can make or break a call. Some words can immediately turn off a caller and should therefore be never used.
• The golden rule - Treat the caller in a way that you want to be treated when making a call.
Keeping Matters Private
Some issues are not to be discussed on phone. When taking a private message from a caller, be sure to provide him / her with utmost privacy. Be sure that there is no noise in the background so you can both concentrate on your tasks. If necessary, you can put the individual on hold and wait for the called party to answer the call.
You may also redirect the call to voicemail so the individual can leave the message from there. For many customers, privacy is a delicate and important matter. It is therefore appropriate to provide them with the confidentiality they need.
Tuesday, April 27, 2010
Social Etiquette And Romantic Date Encounters
Some of the most embarrassing date moments spring from the fact that people tend to make their own social rules and forget that there are protocols to be followed. If you are going out with someone, make sure that you understand the rules perfectly. Get the needed information and prepare everything to have a fun and memorable night. Here are some tried and proven tips from the experts.
Scheduling
Plan ahead when you are going out, how long you will be staying out for and where you are going. You will need to ask permission and let other people know about the plans, so that they can stop worrying. You have to be ready 10 to 15 minutes before the time your date plans to pick you up. Men should be at their date's house early, but not too early.
You may send a text message or call your date to let her know that you will be on your way. When men pull up in front of their date's house, never honk the horn and just wait for the girl to enter your car. Get down, knock on the door or ring the doorbell. Meet your date's parents if they are available. This shows a lot of respect. Also let them know that you will be bringing their daughter back on time. Open the car door for your date as well.
How to Dress and Behave
Where do you intend to go? You have to wear the right clothes for the occasion. If you're going to a formal dinner, make sure you dress appropriately. Practice some table manners and how to eat in a fine dining restaurant. If you're going to the beach, make sure you wear comfortable shoes. Plan your activities ahead so that you can bring the necessary items.
Make eye contact several times during your date. This makes the other person feel important and the sense that you are listening intently. Let the other person finish talking before you respond. Listen more and ask questions about the other person, instead of just talking about yourself all the time. Make sure you give your date compliments from the moment you see her. Try to make her feel special by saying you like her dress or shoes. Laugh at jokes, even if they're not very funny. Respond by telling a joke of your own. Jokes have to be decent and clean during dates.
Some Romantic Manners
It is a good idea to shut your cell phone off during the date. Do not answer your phone unless it is very urgent. Do not talk very closely or talk about sensitive stuff until your date opens the topic. Also keep your hands to yourself, especially during the first date. Be a gentleman by offering your jacket or giving your date more choices in the activities.
Keep flirting simple and set limits. Try to gauge and observe your date's observations. Do not be too forward or aggressive with your statements and questions. Get to know your date more before you move on. Finally, end the night formally by saying you have a nice time and bringing your date home safe and right on schedule.
Scheduling
Plan ahead when you are going out, how long you will be staying out for and where you are going. You will need to ask permission and let other people know about the plans, so that they can stop worrying. You have to be ready 10 to 15 minutes before the time your date plans to pick you up. Men should be at their date's house early, but not too early.
You may send a text message or call your date to let her know that you will be on your way. When men pull up in front of their date's house, never honk the horn and just wait for the girl to enter your car. Get down, knock on the door or ring the doorbell. Meet your date's parents if they are available. This shows a lot of respect. Also let them know that you will be bringing their daughter back on time. Open the car door for your date as well.
How to Dress and Behave
Where do you intend to go? You have to wear the right clothes for the occasion. If you're going to a formal dinner, make sure you dress appropriately. Practice some table manners and how to eat in a fine dining restaurant. If you're going to the beach, make sure you wear comfortable shoes. Plan your activities ahead so that you can bring the necessary items.
Make eye contact several times during your date. This makes the other person feel important and the sense that you are listening intently. Let the other person finish talking before you respond. Listen more and ask questions about the other person, instead of just talking about yourself all the time. Make sure you give your date compliments from the moment you see her. Try to make her feel special by saying you like her dress or shoes. Laugh at jokes, even if they're not very funny. Respond by telling a joke of your own. Jokes have to be decent and clean during dates.
Some Romantic Manners
It is a good idea to shut your cell phone off during the date. Do not answer your phone unless it is very urgent. Do not talk very closely or talk about sensitive stuff until your date opens the topic. Also keep your hands to yourself, especially during the first date. Be a gentleman by offering your jacket or giving your date more choices in the activities.
Keep flirting simple and set limits. Try to gauge and observe your date's observations. Do not be too forward or aggressive with your statements and questions. Get to know your date more before you move on. Finally, end the night formally by saying you have a nice time and bringing your date home safe and right on schedule.
Proper Etiquette When Meeting Someone for the First Time
If you're meeting a person for the first time, it is vital that you show some manners as a form of respect and politeness. This applies whether you are the one visiting a new place or you have new guest to attend to. The objective should be to make the other person as comfortable as possible. You can get ahead by following a few simple guidelines.
Initial Actions
If you are already expecting the person, make sure you do your research. Find out more about the person and get information such as his full name, the place of origin, occupation, reason for visiting and other connections. This will help pave the way for a smoother conversation. Use this information to ask the person and start new discussions. It will make him more comfortable, as well as give the impression that you really were anticipating his arrival.
If you are casually introduced to someone, look the person in the eye, smile, then offer your hand. As you are shaking hands, introduce yourself and get the other person's name. Repeating the name will help you remember better. Do not forget the person's name. If you still do, ask a common friend quietly to get you back on track.
When Visiting
If you're the one coming over a new person's place, try to bring a little something to show respect, such as flowers, a bottle of wine or a pie. Greet the person warmly as he opens the door. Do not enter the house until you are invited in. Once you are inside, establish your space and wait until you are invited to sit. Do not touch items and other decorations inside the house. Stick to the people you came in with and wait for the perfect time to mingle.
When dining, always practice good table manners. Do not eat until the new person or host has started to eat or insisted that you begin first. You can share jokes and tell stories at the table, as long as you consider these appropriate and decent. Avoid green jokes and other offensive remarks when meeting someone for the first time. Keep some of your opinions to yourself. You should think and review your possible comment before blurting it out.
If you want to move around the house or check out the space, always ask permission. If you need to go to the bathroom, ask for directions. Remember to keep the bathroom clean at all times. Feel free to ask about photos and other items that can be a good topic for conversation. If you land upon a sensitive topic, such as the death of a friend, give your sincerest apologies then move on.
The Way to Behave
If you meet someone for the first time, it is a good idea to keep topics light and open-ended. This way, you can gauge if the person may react positively or otherwise towards certain topics. Do not gossip with the person or you might get the impression of being someone not to be trusted. When it is time to leave, give you warmest thanks and say that it has been a pleasure getting to know him. Shake hands and look the person in the eye again as you bid farewell.
Initial Actions
If you are already expecting the person, make sure you do your research. Find out more about the person and get information such as his full name, the place of origin, occupation, reason for visiting and other connections. This will help pave the way for a smoother conversation. Use this information to ask the person and start new discussions. It will make him more comfortable, as well as give the impression that you really were anticipating his arrival.
If you are casually introduced to someone, look the person in the eye, smile, then offer your hand. As you are shaking hands, introduce yourself and get the other person's name. Repeating the name will help you remember better. Do not forget the person's name. If you still do, ask a common friend quietly to get you back on track.
When Visiting
If you're the one coming over a new person's place, try to bring a little something to show respect, such as flowers, a bottle of wine or a pie. Greet the person warmly as he opens the door. Do not enter the house until you are invited in. Once you are inside, establish your space and wait until you are invited to sit. Do not touch items and other decorations inside the house. Stick to the people you came in with and wait for the perfect time to mingle.
When dining, always practice good table manners. Do not eat until the new person or host has started to eat or insisted that you begin first. You can share jokes and tell stories at the table, as long as you consider these appropriate and decent. Avoid green jokes and other offensive remarks when meeting someone for the first time. Keep some of your opinions to yourself. You should think and review your possible comment before blurting it out.
If you want to move around the house or check out the space, always ask permission. If you need to go to the bathroom, ask for directions. Remember to keep the bathroom clean at all times. Feel free to ask about photos and other items that can be a good topic for conversation. If you land upon a sensitive topic, such as the death of a friend, give your sincerest apologies then move on.
The Way to Behave
If you meet someone for the first time, it is a good idea to keep topics light and open-ended. This way, you can gauge if the person may react positively or otherwise towards certain topics. Do not gossip with the person or you might get the impression of being someone not to be trusted. When it is time to leave, give you warmest thanks and say that it has been a pleasure getting to know him. Shake hands and look the person in the eye again as you bid farewell.
How to Behave in a Date
Some people have had their most embarrassing moments during a date, simply because they weren't following instructions. If you are going out with someone, make sure that you understand the rules perfectly. Get the needed information and prepare everything to have a fun and memorable night. Here are some tried and proven tips from the experts.
Scheduling
Plan ahead when you are going out, how long you will be staying out for and where you are going. You will need to ask permission and let other people know about the plans, so that they can stop worrying. You have to be ready 10 to 15 minutes before the time your date plans to pick you up. Men should be at their date's house early, but not too early.
You may send a text message or call your date to let her know that you will be on your way. When men pull up in front of their date's house, never honk the horn and just wait for the girl to enter your car. Get down, knock on the door or ring the doorbell. Meet your date's parents if they are available. This shows a lot of respect. Also let them know that you will be bringing their daughter back on time. Open the car door for your date as well.
How to Dress and Behave
Where do you intend to go? You have to wear the right clothes for the occasion. If you're going to a formal dinner, make sure you dress appropriately. Practice some table manners and how to eat in a fine dining restaurant. If you're going to the beach, make sure you wear comfortable shoes. Plan your activities ahead so that you can bring the necessary items.
Make eye contact several times during your date. This makes the other person feel important and the sense that you are listening intently. Let the other person finish talking before you respond. Listen more and ask questions about the other person, instead of just talking about yourself all the time. Make sure you give your date compliments from the moment you see her. Try to make her feel special by saying you like her dress or shoes. Laugh at jokes, even if they're not very funny. Respond by telling a joke of your own. Jokes have to be decent and clean during dates.
Some Romantic Manners
It is a good idea to shut your cell phone off during the date. Do not answer your phone unless it is very urgent. Do not talk very closely or talk about sensitive stuff until your date opens the topic. Also keep your hands to yourself, especially during the first date. Be a gentleman by offering your jacket or giving your date more choices in the activities.
Keep flirting simple and set limits. Try to gauge and observe your date's observations. Do not be too forward or aggressive with your statements and questions. Get to know your date more before you move on. Finally, end the night formally by saying you have a nice time and bringing your date home safe and right on schedule.
Scheduling
Plan ahead when you are going out, how long you will be staying out for and where you are going. You will need to ask permission and let other people know about the plans, so that they can stop worrying. You have to be ready 10 to 15 minutes before the time your date plans to pick you up. Men should be at their date's house early, but not too early.
You may send a text message or call your date to let her know that you will be on your way. When men pull up in front of their date's house, never honk the horn and just wait for the girl to enter your car. Get down, knock on the door or ring the doorbell. Meet your date's parents if they are available. This shows a lot of respect. Also let them know that you will be bringing their daughter back on time. Open the car door for your date as well.
How to Dress and Behave
Where do you intend to go? You have to wear the right clothes for the occasion. If you're going to a formal dinner, make sure you dress appropriately. Practice some table manners and how to eat in a fine dining restaurant. If you're going to the beach, make sure you wear comfortable shoes. Plan your activities ahead so that you can bring the necessary items.
Make eye contact several times during your date. This makes the other person feel important and the sense that you are listening intently. Let the other person finish talking before you respond. Listen more and ask questions about the other person, instead of just talking about yourself all the time. Make sure you give your date compliments from the moment you see her. Try to make her feel special by saying you like her dress or shoes. Laugh at jokes, even if they're not very funny. Respond by telling a joke of your own. Jokes have to be decent and clean during dates.
Some Romantic Manners
It is a good idea to shut your cell phone off during the date. Do not answer your phone unless it is very urgent. Do not talk very closely or talk about sensitive stuff until your date opens the topic. Also keep your hands to yourself, especially during the first date. Be a gentleman by offering your jacket or giving your date more choices in the activities.
Keep flirting simple and set limits. Try to gauge and observe your date's observations. Do not be too forward or aggressive with your statements and questions. Get to know your date more before you move on. Finally, end the night formally by saying you have a nice time and bringing your date home safe and right on schedule.
Good Bathroom Etiquette
If you're sharing a bathroom with colleagues or housemates, it is important that you also practice good hygiene and proper etiquette. Cleanliness is very important so that you keep the environment conducive for living or working. The general rule is that you need to leave the bathroom the same way it was when you entered. Here are some quick and easy tips.
For Starters
Do not gossip in the restroom. You will never know if your boss or the person you're talking about is just inside one of the stalls. Never talk about other people in the restroom. The objective is to relieve yourself and clean up. You can engage in small conversations provided that it there's no malice or other consequences.
Check a stall first before attempting to push the door in. First, check the lock sign or other indications that another person might be using the stall at the moment. Some locks do not work properly, so you will have to check a second time by viewing the open space beneath stall doors as you enter the bathroom and ensure that there is no one else using it.
When opening bathroom stall doors, push gently, instead of banging it in. This will allow the person inside to react with some time to spare, should the locks be dysfunctional. If someone reacts as you open the door, simply give your apologies then look for the next vacant stall. If you and a friend are using two stalls at the same time, do not talk to each other.
More Bathroom Manners
Do not engage in cell phone conversations in the bathroom. Do not broadcast personal matters with other people you do not know. Never argue with anyone inside the bathroom. Do not block the sinks or keep others from accessing it, just because you are putting your makeup on. Always shut the faucet after use. Do not leave anything on the sink. Always look after flushing. Always check to see if all waste is gone after flushing. In some cases, you may need to flush a second time.
Use just enough toilet paper. You may use these to open faucets and door knobs. Throw these in the waste bin after use. Skip the perfumes and other free products. It will be advisable if you bring your own soap, unless the bathroom has liquid hand soap available. Do not just spray the space around you trying to get rid of bad smell. Some people can be allergic to perfume.
Keeping It Clean
Never litter inside the bathroom. If the place needs some cleaning, call the maintenance personnel for the benefit of everyone. If the lights were already on when you entered, keep these on. Establishments usually keep the bathroom lights on. Do not take up too much time at the sink if there are others who need to use it. Never use the opposite sex's bathroom if yours is occupied.
If you find things left in the bathroom, call to see if anyone has lost anything. Empty the sink if you filled it with water initially. Make sure there are no traces of dirt and other wastes left when you're done. Also keep the mirrors clean at all times.
For Starters
Do not gossip in the restroom. You will never know if your boss or the person you're talking about is just inside one of the stalls. Never talk about other people in the restroom. The objective is to relieve yourself and clean up. You can engage in small conversations provided that it there's no malice or other consequences.
Check a stall first before attempting to push the door in. First, check the lock sign or other indications that another person might be using the stall at the moment. Some locks do not work properly, so you will have to check a second time by viewing the open space beneath stall doors as you enter the bathroom and ensure that there is no one else using it.
When opening bathroom stall doors, push gently, instead of banging it in. This will allow the person inside to react with some time to spare, should the locks be dysfunctional. If someone reacts as you open the door, simply give your apologies then look for the next vacant stall. If you and a friend are using two stalls at the same time, do not talk to each other.
More Bathroom Manners
Do not engage in cell phone conversations in the bathroom. Do not broadcast personal matters with other people you do not know. Never argue with anyone inside the bathroom. Do not block the sinks or keep others from accessing it, just because you are putting your makeup on. Always shut the faucet after use. Do not leave anything on the sink. Always look after flushing. Always check to see if all waste is gone after flushing. In some cases, you may need to flush a second time.
Use just enough toilet paper. You may use these to open faucets and door knobs. Throw these in the waste bin after use. Skip the perfumes and other free products. It will be advisable if you bring your own soap, unless the bathroom has liquid hand soap available. Do not just spray the space around you trying to get rid of bad smell. Some people can be allergic to perfume.
Keeping It Clean
Never litter inside the bathroom. If the place needs some cleaning, call the maintenance personnel for the benefit of everyone. If the lights were already on when you entered, keep these on. Establishments usually keep the bathroom lights on. Do not take up too much time at the sink if there are others who need to use it. Never use the opposite sex's bathroom if yours is occupied.
If you find things left in the bathroom, call to see if anyone has lost anything. Empty the sink if you filled it with water initially. Make sure there are no traces of dirt and other wastes left when you're done. Also keep the mirrors clean at all times.
Factors Affecting Tone of Voice
Achieving Proper Voice Tone During Phone Call
Voice tone is a nonverbal factor that is involved during phone conversations or communication that can change or slightly alter the meaning of your verbal messages. Hence, you need to pay more attention to it along with what you are verbally saying to avoid being misinterpreted. In a business setting, the tone of your voice can come down to be the most crucial element that makes the entire process effective – or not.
Crucial Elements To An Effective Phone Conversation
When you are speaking to someone over the phone, they are forming their own conclusion about a person on the other line, even when they have not even met before. According to research made by communication experts, only 7 percent of the spoken communication are comprehended. Meanwhile, another 38 percent of the entire communication process weigh on the tone of voice or the manner in which the spoken words are delivered. And finally, the remaining 55 percent is alloted to the body language and expression made on the person's face.
Since the latter does not apply during a phone conversation, the second element – tone of voice – is more important here than the actual words being spoken. So, the caller has to rely on that factor to reinforce the spoken communication. The next time you talk to someone over the phone, pay closer attention to how you relay the verbal messages to ensure that you are getting your point across.
Factors Affecting Tone of Voice
To better understand how you can achieve the proper tone of voice during a phone conversation, there are some factors that you need to consider. This is highly important for a business organization as part of your business communication ethics as it can also produce an impact on your reputation when dealing with customers.
Here are some factors you need to pay close attention to:
*The pitch of the phone callers voice impact the tone largely. For example, a monotonous voice can elicit lack of interest in a conversation or unwillingness to pay attention to what is being said.
*The volume of one's voice over the phone can send out various messages, whether it be of confidence, commitment to customers (for business organizations), and willingness to cooperate with the person on the other line.
*The way one person emphasizes certain words during a phone conversation help to highlight specific areas of the conversation and makes one realize the importance of this communication process.
*The way a person speaks over the phone can indicate a lot about their enthusiasm with the person on the other line, which can often be a result of the factors listed above.
Importance of Using Proper Tone
As repeatedly pointed out above, using the proper tone of voice is a serious issue when tackling proper etiquette during phone communication. If you are making phone calls for business reasons, then the least you'd want is to elicit a sense of indifference, annoyance, impatience, and lack of interest. Even the slightest inflection of your voice and injective you use can convey different meanings to the person on the other end of the phone.
The absence of physical contact during this form of communication will lead the person to rely on tone of voice, in addition to actual spoken words, to determine what is really being communicated here. And for customers speaking to a business organization's representative, it could imply the organization's willingness to address the needs of the consumer.
Voice tone is a nonverbal factor that is involved during phone conversations or communication that can change or slightly alter the meaning of your verbal messages. Hence, you need to pay more attention to it along with what you are verbally saying to avoid being misinterpreted. In a business setting, the tone of your voice can come down to be the most crucial element that makes the entire process effective – or not.
Crucial Elements To An Effective Phone Conversation
When you are speaking to someone over the phone, they are forming their own conclusion about a person on the other line, even when they have not even met before. According to research made by communication experts, only 7 percent of the spoken communication are comprehended. Meanwhile, another 38 percent of the entire communication process weigh on the tone of voice or the manner in which the spoken words are delivered. And finally, the remaining 55 percent is alloted to the body language and expression made on the person's face.
Since the latter does not apply during a phone conversation, the second element – tone of voice – is more important here than the actual words being spoken. So, the caller has to rely on that factor to reinforce the spoken communication. The next time you talk to someone over the phone, pay closer attention to how you relay the verbal messages to ensure that you are getting your point across.
Factors Affecting Tone of Voice
To better understand how you can achieve the proper tone of voice during a phone conversation, there are some factors that you need to consider. This is highly important for a business organization as part of your business communication ethics as it can also produce an impact on your reputation when dealing with customers.
Here are some factors you need to pay close attention to:
*The pitch of the phone callers voice impact the tone largely. For example, a monotonous voice can elicit lack of interest in a conversation or unwillingness to pay attention to what is being said.
*The volume of one's voice over the phone can send out various messages, whether it be of confidence, commitment to customers (for business organizations), and willingness to cooperate with the person on the other line.
*The way one person emphasizes certain words during a phone conversation help to highlight specific areas of the conversation and makes one realize the importance of this communication process.
*The way a person speaks over the phone can indicate a lot about their enthusiasm with the person on the other line, which can often be a result of the factors listed above.
Importance of Using Proper Tone
As repeatedly pointed out above, using the proper tone of voice is a serious issue when tackling proper etiquette during phone communication. If you are making phone calls for business reasons, then the least you'd want is to elicit a sense of indifference, annoyance, impatience, and lack of interest. Even the slightest inflection of your voice and injective you use can convey different meanings to the person on the other end of the phone.
The absence of physical contact during this form of communication will lead the person to rely on tone of voice, in addition to actual spoken words, to determine what is really being communicated here. And for customers speaking to a business organization's representative, it could imply the organization's willingness to address the needs of the consumer.
10 Practical Steps Toward Excellent Telephone Etiquette
The act of using the telephone and speaking someone through the phone line is so common, such that most people fail to practice proper manner when doing this familiar act. Here are ten practical tips you need to consider for a more effective and ethical telephone communication:
Preparing For a Phone Call
Although most people make phone calls on a regular basis, practicing or making the necessary preparation will facilitate for a smooth communication between you and the person on the other line. During your preparation, you have to specifically focus on what you need to say to avoid missing out on any information. This is specially true when making business phone calls.
Starting the Conversation Right
The start of your phone conversation is often a good indicator of how the entire phone call will turn out to be. Thus, starting right is of utmost essential. You can use variety of polite greetings and introduction that will impress the person you are speaking to. But most importantly, you have to do this genuinely, such that the other person does not feel like listening to a voice prompt.
Establishing Rapport
In business calls in particular, rapport is very essential and it is a great way to influence the other person on the line, whether you are speaking to a fellow business personnel, an elderly woman, or a young woman. The more they feel comfortable speaking to you, the more interested they'd be with what you have to say.
How To Correctly Keep Them On-Hold?
There are cases wherein you are interrupted while talking to someone on the phone. The person you are talking to would not mind being kept on hold for a few seconds or a minute provided that you use an effective technique. By using polite words and explaining to them thoroughly the reason for keeping the conversation on-hold is the best way to do it.
Efficient Call-Transfer
Call transfer is quite common in businesses since you have to direct callers to another line on the business phone system, based on their specific inquiries or needs. With the use of effective call-transfer techniques, you can give the caller more light on who else is waiting for them on the other line, such that they won't be caught off guard with the phone conversation they are about to participate in.
Speaking Clearly
This bit of advice is true not just for phone calls, but in conversations in general. Your ability to speak clearly and get your message across is important to ensure a successful communication system, regardless of the medium used. Despite the advancements in communication technology, your ability to speak clearly is the most focal point in being fully understood.
Achieving the Proper Tone
Voice toning is a nonverbal factor that reflects your personality to the person you are speaking with on the phone, as well as affect your ability to communicate effectively. Thus, it is important to evaluate your own voice tone to avoid being misinterpreted or emit the wrong impression.
Speak Positive
Your ability to showcase a positive attitude during a phone call is first and foremost evident in your choice of language to use. Thus, choose those words correctly and avoid speaking without thinking about what you are about to say.
Listen Attentively
One of the most unethical practices one could exhibit during a phone call is failure to listen to what the other is saying on the phone line. After all, you would not want it for them to not listen to you while you are speaking.
Observe the Golden Rule
For all of the practical tips listed above concerning the proper etiquette when speaking on the telephone, it all boils down to the golden rule. Hence, try to treat others via phone the way you would want them to treat you. Putting forth the need to establish respect and dignity is even more important if you are making phone calls for business reasons.
Preparing For a Phone Call
Although most people make phone calls on a regular basis, practicing or making the necessary preparation will facilitate for a smooth communication between you and the person on the other line. During your preparation, you have to specifically focus on what you need to say to avoid missing out on any information. This is specially true when making business phone calls.
Starting the Conversation Right
The start of your phone conversation is often a good indicator of how the entire phone call will turn out to be. Thus, starting right is of utmost essential. You can use variety of polite greetings and introduction that will impress the person you are speaking to. But most importantly, you have to do this genuinely, such that the other person does not feel like listening to a voice prompt.
Establishing Rapport
In business calls in particular, rapport is very essential and it is a great way to influence the other person on the line, whether you are speaking to a fellow business personnel, an elderly woman, or a young woman. The more they feel comfortable speaking to you, the more interested they'd be with what you have to say.
How To Correctly Keep Them On-Hold?
There are cases wherein you are interrupted while talking to someone on the phone. The person you are talking to would not mind being kept on hold for a few seconds or a minute provided that you use an effective technique. By using polite words and explaining to them thoroughly the reason for keeping the conversation on-hold is the best way to do it.
Efficient Call-Transfer
Call transfer is quite common in businesses since you have to direct callers to another line on the business phone system, based on their specific inquiries or needs. With the use of effective call-transfer techniques, you can give the caller more light on who else is waiting for them on the other line, such that they won't be caught off guard with the phone conversation they are about to participate in.
Speaking Clearly
This bit of advice is true not just for phone calls, but in conversations in general. Your ability to speak clearly and get your message across is important to ensure a successful communication system, regardless of the medium used. Despite the advancements in communication technology, your ability to speak clearly is the most focal point in being fully understood.
Achieving the Proper Tone
Voice toning is a nonverbal factor that reflects your personality to the person you are speaking with on the phone, as well as affect your ability to communicate effectively. Thus, it is important to evaluate your own voice tone to avoid being misinterpreted or emit the wrong impression.
Speak Positive
Your ability to showcase a positive attitude during a phone call is first and foremost evident in your choice of language to use. Thus, choose those words correctly and avoid speaking without thinking about what you are about to say.
Listen Attentively
One of the most unethical practices one could exhibit during a phone call is failure to listen to what the other is saying on the phone line. After all, you would not want it for them to not listen to you while you are speaking.
Observe the Golden Rule
For all of the practical tips listed above concerning the proper etiquette when speaking on the telephone, it all boils down to the golden rule. Hence, try to treat others via phone the way you would want them to treat you. Putting forth the need to establish respect and dignity is even more important if you are making phone calls for business reasons.
Etiquette When Dining Out
When invited for dinner or hosting a dinner party, make sure that you know the different foods to expect so that you can handle these well without embarrassing yourself. You should make the necessary preparations as well as spread information so that all attendees will know what to expect and avoid any trouble and misunderstanding. Here are some tips.
First Things First
Assume the number of people you are expecting. You may divide the check among all attendees evenly by talking to the host of the restaurant. Always ask for a separate check when dining with other couples. You should also consider drastic differences between orders. For example, even if the check should be divided evenly among all attendees, if one couple only ordered a salad, while the rest finished 3 courses, you should make the pair pay less, or just for their order. Do the same for non-alcoholic drinkers if you are having wine.
Tipping Tips
It is always considered proper dining etiquette to leave a tip at a restaurant. Tips can range anywhere between 15% and 25%. Waiters should be given 15% to 20% of the total bill. You can add more for excellent service. The bartender should be provided with 10% to 15% of the bar bill. The wine steward can be given 15% of the wine bill. The car attendant can receive 1 to 2 dollars, while the coat check can get 1 dollar per coat. If the owner is the one serving, you can still leave a tip.
The Different Foods
When eating artichokes, pluck the leaves off using your fingers then use your fork and knife to cut bites from the heart to eat. Asparagus can be eaten whole using your hand. At restaurants, it is more proper to use a fork and knife. Avocado served in its shell should be eaten using a spoon. Avocado without the shell is eaten using a fork. Very crisp bacon should be eaten by hand, while flat ones can be eaten using a fork and knife. Always eat berries using a spoon, with or without cream.
When eating bread, break slices. Butter each bite one at a time. Never cut a roll using a knife. When bread baskets are passed, take one bread then pass the basket on to the next person. Use mother of pearl utensils when eating caviar. Chicken should be eaten always with a fork and knife. Crab, lobster and shrimp cocktails are eaten using a cocktail fork. Clam out oysters and clams in a half shell using an oyster fork. Use a nutcracker to break the shell of crabs and lobsters open before clamming out with a fork.
Olives are considered finger foods, so use your hands freely. When eating pasta, twirl the pasta around using your fork. When eating salad, cut one bite at a time. Sandwiches can be picked up using your fingers. Sandwiches with gravy or rich sauces should be eaten using a fork and knife. Sushi can be eaten using your fingers or chopsticks. Aim to eat bite size pieces whole.
First Things First
Assume the number of people you are expecting. You may divide the check among all attendees evenly by talking to the host of the restaurant. Always ask for a separate check when dining with other couples. You should also consider drastic differences between orders. For example, even if the check should be divided evenly among all attendees, if one couple only ordered a salad, while the rest finished 3 courses, you should make the pair pay less, or just for their order. Do the same for non-alcoholic drinkers if you are having wine.
Tipping Tips
It is always considered proper dining etiquette to leave a tip at a restaurant. Tips can range anywhere between 15% and 25%. Waiters should be given 15% to 20% of the total bill. You can add more for excellent service. The bartender should be provided with 10% to 15% of the bar bill. The wine steward can be given 15% of the wine bill. The car attendant can receive 1 to 2 dollars, while the coat check can get 1 dollar per coat. If the owner is the one serving, you can still leave a tip.
The Different Foods
When eating artichokes, pluck the leaves off using your fingers then use your fork and knife to cut bites from the heart to eat. Asparagus can be eaten whole using your hand. At restaurants, it is more proper to use a fork and knife. Avocado served in its shell should be eaten using a spoon. Avocado without the shell is eaten using a fork. Very crisp bacon should be eaten by hand, while flat ones can be eaten using a fork and knife. Always eat berries using a spoon, with or without cream.
When eating bread, break slices. Butter each bite one at a time. Never cut a roll using a knife. When bread baskets are passed, take one bread then pass the basket on to the next person. Use mother of pearl utensils when eating caviar. Chicken should be eaten always with a fork and knife. Crab, lobster and shrimp cocktails are eaten using a cocktail fork. Clam out oysters and clams in a half shell using an oyster fork. Use a nutcracker to break the shell of crabs and lobsters open before clamming out with a fork.
Olives are considered finger foods, so use your hands freely. When eating pasta, twirl the pasta around using your fork. When eating salad, cut one bite at a time. Sandwiches can be picked up using your fingers. Sandwiches with gravy or rich sauces should be eaten using a fork and knife. Sushi can be eaten using your fingers or chopsticks. Aim to eat bite size pieces whole.
Etiquette in the Theatre
Watching the opera, the movies or a gala can be very fun and exciting. However, you need to remember a few social rules and guidelines to avoid embarrassing yourself in the process. The way you behave inside the theatre upon the moment of your arrival will distinguish you as either a respectable guest or someone who needs to learn some manners.
Watching Broadway
Arrive at the venue early. You should be there about 20 to 30 minutes before the show starts. If you happen to arrive late, wait for the intermission or short break before going inside. Do not argue with ushers if you need to wait, since these personnel are only doing their job. You can view the television screen in the lobby as you wait to enter and be seated.
Turn off your watch alarm and cellular phone while waiting. If your cell phone happens to ring during the performance, do not answer the phone or excuse yourself out of the theatre. Immediately shut it off. Only check messages and missed calls during intermission. Do not talk during the performance and avoid singing or humming with the music. Do not drink or eat during the performance. Save your snacks for intermission.
Next Tips
Always keep your feet on the floor and not on the balcony or seat in front of you. If you need to unwrap medications and cough suppressants, do so during loud musical numbers, applause and laughing. There are a number of rules when applauding. You can shout Brava or Bravo to excellent performers. The conductor is also applauded when he enters at the beginning. You can applaud very well or give a standing ovation to very good performances.
When the performance ends, do not immediately aim for the exit. Wait for the actors to exit the stage entirely before leaving. Make sure you follow the minimum age limit if you intend to bring kids. Always orient your children about what to expect and teach them about proper manners and how to behave inside the theatre. Feed them and have them go to the bathroom before the start of the performance. Give them some light snacks and bring them back to the bathroom during intermission. Most theatres recommend that you do not bring children younger than 4 years old to the theatre. Never videotape the performance.
Final Guidelines
If your view is blocked by a tall person in front of you, ask the usher to find you another seat or ask for a booster cushion. Make sure you have your tickets ready when arriving at the venue. It will be very difficult to ask for an extra seat or ticket, so only bring the right number of people in accordance to the allowable tickets and seats. Feel free to mingle and converse with other attendees before you enter the theatre. You can also praise and commend actors and directors after the entire show is finished behind the stage or in their dressing room. Make sure you request this first.
Watching Broadway
Arrive at the venue early. You should be there about 20 to 30 minutes before the show starts. If you happen to arrive late, wait for the intermission or short break before going inside. Do not argue with ushers if you need to wait, since these personnel are only doing their job. You can view the television screen in the lobby as you wait to enter and be seated.
Turn off your watch alarm and cellular phone while waiting. If your cell phone happens to ring during the performance, do not answer the phone or excuse yourself out of the theatre. Immediately shut it off. Only check messages and missed calls during intermission. Do not talk during the performance and avoid singing or humming with the music. Do not drink or eat during the performance. Save your snacks for intermission.
Next Tips
Always keep your feet on the floor and not on the balcony or seat in front of you. If you need to unwrap medications and cough suppressants, do so during loud musical numbers, applause and laughing. There are a number of rules when applauding. You can shout Brava or Bravo to excellent performers. The conductor is also applauded when he enters at the beginning. You can applaud very well or give a standing ovation to very good performances.
When the performance ends, do not immediately aim for the exit. Wait for the actors to exit the stage entirely before leaving. Make sure you follow the minimum age limit if you intend to bring kids. Always orient your children about what to expect and teach them about proper manners and how to behave inside the theatre. Feed them and have them go to the bathroom before the start of the performance. Give them some light snacks and bring them back to the bathroom during intermission. Most theatres recommend that you do not bring children younger than 4 years old to the theatre. Never videotape the performance.
Final Guidelines
If your view is blocked by a tall person in front of you, ask the usher to find you another seat or ask for a booster cushion. Make sure you have your tickets ready when arriving at the venue. It will be very difficult to ask for an extra seat or ticket, so only bring the right number of people in accordance to the allowable tickets and seats. Feel free to mingle and converse with other attendees before you enter the theatre. You can also praise and commend actors and directors after the entire show is finished behind the stage or in their dressing room. Make sure you request this first.
Etiquette for a True Gentleman
Real gentlemen are defined by their behavior and the ability to stay composed and proper even in the direst situations. Gentlemen always put ladies first above everything else. You can start being more mature by learning the ways of a true confident human being. You will realize that there are several other benefits that come with your good actions. Here's how.
Dressing Rules
Gentlemen should be well-dressed always, in a way that his dress is no longer observed much anymore. A well-bred man will not immediately follow fads and other fashion trends. Only young men usually follow this norm. Follow the basics, such as bringing a white handkerchief with you at all times.
Experts prefer bringing two, one for you and the other for a needing lady. Never wear dirty shoes. Shine and polish your pair before and after use. Consider the weather when going out. Do not wear flip flops unless you are going to the beach. When wearing t-shirts, make sure the cloth is thick enough. Avoid very small t-shirts. The fit should be adequate for you to raise your arms and bend over comfortably.
Accessorize just enough. The only real jewelry that a man should wear is his watch, which is why some prefer to purchase watches worth several thousands of dollars. Avoid ear piercings, tattoos and other kinds of jewelry, except your wedding ring if you have one. Make sure you wear the right contrast of colors. Stick to a base tone like black, gray, white or brown, then compliment subtly.
On Manners
Always carry yourself in a respectable and confident manner. There is a fine line between being confident and arrogant. Walk straight with your shoulders back and your chest out. When meeting someone, smile and offer your hand to shake. Remember the names of people you meet and try to engage in small conversations. It is normal to laugh, although laughing so hard may be considered rude in many occasions.
Mind your table manners and eat slowly, chewing your food properly. Use the utensils from the outside in. Whenever a lady stands up to be excused from the table or arrives to be seated, you have to stand up. Serve the ladies if you are passing food on the table. Engage in conversation as you dine.
On Conversation
Slang is considered vulgar, although modern gentlemen can now use these more freely as long as you do not include profane language. Do not talk about other people or gossip. Gentlemen should be updated with recent events such as political issues and historical situations. Try to read the newspaper once a day or watch the evening news to catch up on discussions.
Never interrupt a person who is speaking. Learn how to listen intently and ask questions to give the idea that you are concerned and interested. Talk in a composed and calm tone. You can have discussions but avoid arguments and showing loss of control. It is also good if you learn a few common words when talking to someone from a foreign country.
Dressing Rules
Gentlemen should be well-dressed always, in a way that his dress is no longer observed much anymore. A well-bred man will not immediately follow fads and other fashion trends. Only young men usually follow this norm. Follow the basics, such as bringing a white handkerchief with you at all times.
Experts prefer bringing two, one for you and the other for a needing lady. Never wear dirty shoes. Shine and polish your pair before and after use. Consider the weather when going out. Do not wear flip flops unless you are going to the beach. When wearing t-shirts, make sure the cloth is thick enough. Avoid very small t-shirts. The fit should be adequate for you to raise your arms and bend over comfortably.
Accessorize just enough. The only real jewelry that a man should wear is his watch, which is why some prefer to purchase watches worth several thousands of dollars. Avoid ear piercings, tattoos and other kinds of jewelry, except your wedding ring if you have one. Make sure you wear the right contrast of colors. Stick to a base tone like black, gray, white or brown, then compliment subtly.
On Manners
Always carry yourself in a respectable and confident manner. There is a fine line between being confident and arrogant. Walk straight with your shoulders back and your chest out. When meeting someone, smile and offer your hand to shake. Remember the names of people you meet and try to engage in small conversations. It is normal to laugh, although laughing so hard may be considered rude in many occasions.
Mind your table manners and eat slowly, chewing your food properly. Use the utensils from the outside in. Whenever a lady stands up to be excused from the table or arrives to be seated, you have to stand up. Serve the ladies if you are passing food on the table. Engage in conversation as you dine.
On Conversation
Slang is considered vulgar, although modern gentlemen can now use these more freely as long as you do not include profane language. Do not talk about other people or gossip. Gentlemen should be updated with recent events such as political issues and historical situations. Try to read the newspaper once a day or watch the evening news to catch up on discussions.
Never interrupt a person who is speaking. Learn how to listen intently and ask questions to give the idea that you are concerned and interested. Talk in a composed and calm tone. You can have discussions but avoid arguments and showing loss of control. It is also good if you learn a few common words when talking to someone from a foreign country.
Business Meeting Etiquette
Etiquette generally means using your common sense well, together with a little practice. All people can identify the things to do and not to do especially if they are attending a business meeting. Your behavior can make or break your professional career, as well as provide some hints to your superiors and colleagues on how you should be treated in the workplace.
Primary Tips
Always be on time when joining a meeting. Arrive a few minutes before the meeting should start. This will show respect for the person who plans the meeting that you are a punctual and organized worker. Be prepared for the business meeting. Know what the topic is about and do some advanced research so you can easily follow the course.
Look for related materials and other rules that should be addressed. You will get better input by studying in advance. Bring the needed materials, such as a notebook and pen to take notes. This also shows that you are serious about the topics discussed. Participate in the meeting by asking questions and volunteering for certain tasks that need to be done.
The Right Behavior
Be polite and attentive when joining the meeting. Do not cross-talk while someone is talking and wait for the speaker to finish or until he asks for your opinion before speaking. Always be courteous and listen to the person talking. Fight the urge to argue with anybody at the table. Conduct yourself in a very professional manner. Doing your research will show that you are understanding and knowledgeable. Always thank the person who organized the meeting afterwards.
If You are Hosting
If you're the one calling for a meeting, always plan ahead and let people know about the venue and date weeks before the actual event. Send out invitations and notifications to have them prepare for the course. Always include the clear agenda. The action items may also be listed so that participants can address the issues properly. Set a time limit as well so that your colleagues can use the period productively. Provide a set number of minutes for group discussion, as well as for yourself to conduct the agenda.
Taking Initiative
Encourage punctuality by never coming late at your own meeting. Dress seriously and professionally. Even if it is a casual dressing day, come in your proper business attire. Manage the meeting well and make sure you stick to the concerns and given time limit. Each person should have the right to speak at a certain time. Guide the course of the meeting by indicating the key points and turning points.
Always be diplomatic and calm. Stay away from arguments and bickering. Summarize the points discussed in the meeting to wrap up everything. If you should request for a follow-up meeting, indicate that you will notify them with the next steps, time and place. Always request feedback as well, so that you can continually improve in your craft and become a productive member of the workplace.
Primary Tips
Always be on time when joining a meeting. Arrive a few minutes before the meeting should start. This will show respect for the person who plans the meeting that you are a punctual and organized worker. Be prepared for the business meeting. Know what the topic is about and do some advanced research so you can easily follow the course.
Look for related materials and other rules that should be addressed. You will get better input by studying in advance. Bring the needed materials, such as a notebook and pen to take notes. This also shows that you are serious about the topics discussed. Participate in the meeting by asking questions and volunteering for certain tasks that need to be done.
The Right Behavior
Be polite and attentive when joining the meeting. Do not cross-talk while someone is talking and wait for the speaker to finish or until he asks for your opinion before speaking. Always be courteous and listen to the person talking. Fight the urge to argue with anybody at the table. Conduct yourself in a very professional manner. Doing your research will show that you are understanding and knowledgeable. Always thank the person who organized the meeting afterwards.
If You are Hosting
If you're the one calling for a meeting, always plan ahead and let people know about the venue and date weeks before the actual event. Send out invitations and notifications to have them prepare for the course. Always include the clear agenda. The action items may also be listed so that participants can address the issues properly. Set a time limit as well so that your colleagues can use the period productively. Provide a set number of minutes for group discussion, as well as for yourself to conduct the agenda.
Taking Initiative
Encourage punctuality by never coming late at your own meeting. Dress seriously and professionally. Even if it is a casual dressing day, come in your proper business attire. Manage the meeting well and make sure you stick to the concerns and given time limit. Each person should have the right to speak at a certain time. Guide the course of the meeting by indicating the key points and turning points.
Always be diplomatic and calm. Stay away from arguments and bickering. Summarize the points discussed in the meeting to wrap up everything. If you should request for a follow-up meeting, indicate that you will notify them with the next steps, time and place. Always request feedback as well, so that you can continually improve in your craft and become a productive member of the workplace.
Basic Table Etiquette
Eating or dining is one of the most common activities wherein people are required to act and behave in a certain way. Table manners can usually indicate how well a person is brought up, so make sure you have your etiquette down pat. You will need to practice these and master a few by heart, so you can be ready to dine with very important people. Here are some tips on table manners and guidelines on how to look proper throughout.
Making Reservations
When making reservations, make sure you stick to the schedule. Inform the host if you are going to be 15 minutes early or 15 minutes late. You should cancel as early as possible if your plans have changed and you really cannot make it to the venue. A number of restaurants might ask for your credit card number to hold reservations. If you cancel or do not show up, expect an amount to be deducted.
About Napkins
As soon as you are seated in the restaurant, take out the napkin from your place setting. Unfold this and place it on your lap. Do not shake the napkin open. The waiter at times may do the unfolding for you. It is not proper to put your own napkin in your lap. The napkin should stay on the lap until the meal ends. Avoid cleaning the cutlery and never wipe your face with it.
If you need to stand up and leave the table, fold the napkin loosely then position it at either side of the plate. Do not refold the napkin or wad it on the table. Do not place the napkin on the chair. When the meal ends, leave the napkin semi-folded at the left side of the setting. It should not be twisted or crumpled. It should not be left on the chair as well or folded neatly back together.
When Eating
In a restaurant, you have to wait until all people at the table are served before you start to eat. At dinner parties, wait for the host to pick up their forks to eat, then follow. Avoid starting before, unless the host insists that you should begin first. When using silverware, use the one farthest from the plate first, then move inwards per course. Eat to your left and drink to your right. Any food dish served at your left is yours, while all beverages served at your right is yours.
The salad fork is located at the outermost left. The dinner fork is next. The soup spoon is found at the outermost right, followed by the beverage spoon, then salad knife and dinner knife. For dessert, use the fork and spoon above the plate. Some desserts may already have a fork brought out with it. Always work from the outside in.
More Dining Rules
Aim to arrive at the venue 10 minutes early, unless specified otherwise. Pass food from the left to the right. If you need to ask for something, always say please. Respond with thank you every time a waiter removes used items. If someone asks you for salt or pepper, always serve both. Even if only one is asked, provide both. When passing anything, set it on the table, instead of passing hand to hand. Never blow your nose or burp at the table.
Making Reservations
When making reservations, make sure you stick to the schedule. Inform the host if you are going to be 15 minutes early or 15 minutes late. You should cancel as early as possible if your plans have changed and you really cannot make it to the venue. A number of restaurants might ask for your credit card number to hold reservations. If you cancel or do not show up, expect an amount to be deducted.
About Napkins
As soon as you are seated in the restaurant, take out the napkin from your place setting. Unfold this and place it on your lap. Do not shake the napkin open. The waiter at times may do the unfolding for you. It is not proper to put your own napkin in your lap. The napkin should stay on the lap until the meal ends. Avoid cleaning the cutlery and never wipe your face with it.
If you need to stand up and leave the table, fold the napkin loosely then position it at either side of the plate. Do not refold the napkin or wad it on the table. Do not place the napkin on the chair. When the meal ends, leave the napkin semi-folded at the left side of the setting. It should not be twisted or crumpled. It should not be left on the chair as well or folded neatly back together.
When Eating
In a restaurant, you have to wait until all people at the table are served before you start to eat. At dinner parties, wait for the host to pick up their forks to eat, then follow. Avoid starting before, unless the host insists that you should begin first. When using silverware, use the one farthest from the plate first, then move inwards per course. Eat to your left and drink to your right. Any food dish served at your left is yours, while all beverages served at your right is yours.
The salad fork is located at the outermost left. The dinner fork is next. The soup spoon is found at the outermost right, followed by the beverage spoon, then salad knife and dinner knife. For dessert, use the fork and spoon above the plate. Some desserts may already have a fork brought out with it. Always work from the outside in.
More Dining Rules
Aim to arrive at the venue 10 minutes early, unless specified otherwise. Pass food from the left to the right. If you need to ask for something, always say please. Respond with thank you every time a waiter removes used items. If someone asks you for salt or pepper, always serve both. Even if only one is asked, provide both. When passing anything, set it on the table, instead of passing hand to hand. Never blow your nose or burp at the table.
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