Once you have been hired for employment purposes it is vital that you learn how to professionally conduct yourself in the workplace, and this includes learning correct telephone and email manners. Acquiring such skills is vital if you are to successfully progress within your role.
Making and answering calls
Though email has become an increasingly widespread medium for communication in the workplace, telephone communication remains a primary aspect of workplace life. Not only will you be expected to make telephone calls externally, but you will also be required to speak with other employees and managers within the workplace.
Professional communication skills on the telephone are critical to your workplace success. In a professional setting, you must be able to successfully get your message across whilst lucidly conveying your thoughts and ideas.
When making an external call you must ensure that you politely request to speak with the recipient of your call. Once the recipient is on the line, introduce yourself and ask them how they are.
In responding to a call, answer professionally by stating: ‘Hello [name of company] ... speaking how can I help?’
When speaking on the phone you must remain clear and articulate throughout. Do not mumble or speak with the mouthpiece away from your mouth, as the recipient will become increasingly frustrated and communication will be hindered.
· When addressing a new recipient, open your email with: ‘Dear Mister/Ms...’ or ‘Dear ...’ in less formal circumstances
· If you have received an email it is professional and polite to respond swiftly. Do not cc someone else unless it is appropriate to do so
· Keep your email succinct and to the point. Emails are designed to facilitate communication therefore you should avoid discussing anything irrelevant
· Before pressing ‘Send’, read the entire email to check for correct spelling, grammar and content
· Only use the ‘high priority’ option when absolutely essential