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Phone Call Manners

Show Respect on the Phone

    There are a few basic ways you can be respectful (尊敬的) on the phone. During the conversation, try your best to listen actively. Treat the person as though they were in front of you and take notes on the details they provide. If other people are listening to the conversation, let the other speaker know and ask for permission. Also, try to pay attention to the volume at which you speak. A casual, conversational volume is often suitable in most situations.

Consider Timing

     The time that you make a call can affect how the recipient receives it. For example, if a colleague is likely busy later in the day, they may like receiving calls in the morning. If a phone call later in the day is necessary, you can send a notice to the person in advance, asking whether it is convenient to call at a certain time.

Try Being Concise but Thorough

     Time is often precious, so you need to communicate details concisely. However, it’s important to include as much necessary information as possible, so that you can reduce the number of follow-up communications needed to clarify your points. It may be helpful to arrange information under headings or in list form, which is easier to scan or look up.

Practice Proper Video Call Etiquette

    Video calls can be a convenient form of communication, particularly for those who cannot attend a meeting in person. Before a call, you need to test your audio and video capabilities to prevent delays or false starts. During the call, remember to mute (消音) your microphone when you’re not speaking.