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Phone and Email Etiquette What You Should Know Before You Hit Send.

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Presentation on theme: "Phone and Email Etiquette What You Should Know Before You Hit Send."— Presentation transcript:

1 Phone and Etiquette What You Should Know Before You Hit Send

2 Phone and Etiquette Etiquette Basics Know your audience Choose an appropriate tone Do not be overly familiar with those you don’t know well Always identify yourself Use both your first and last name Use proper grammar and standard English Be polite

3 Phone and Etiquette Phone Etiquette Basics – Voic Greeting Listen to your greeting Is the content appropriate for all users Do you clearly identify yourself? Does your voice convey the right ‘brand’ or image?

4 Phone and Etiquette Phone Etiquette Basics – Leaving a Message Enunciate and speak slowly Repeat both your name and contact information Speak at a reasonable speed and clearly indicate why you are calling If using a cell phone, make sure you have good reception

5 Phone and Etiquette Phone Etiquette Basics – Responding to a Message Check messages at least once per work day Respond promptly Return all professional calls within 1 business day If you will be out of the office or unavailable for an extended period, use a vacation greeting Provide contact information for someone else who can assist with urgent needs

6 Phone and Etiquette Etiquette Basics – Sending Choose an appropriate address for professional use Include a relevant succinct subject line Begin each with a polite salutation Close each respectfully Use proper grammar, paragraphs and standard English No slang, emoticons, or IM language Do NOT indiscriminately use ‘Reply all’, ‘cc’, ‘bcc’

7 Phone and Etiquette Etiquette Basics – Responding to Respond within 1 business day (24 hours) Reply even if the message wasn’t intended for you Do NOT indiscriminately use ‘Reply all’, ‘cc’, ‘bcc’ Begin and close the response politely Be sure to address any/all points in the original Use proper grammar, paragraphs and standard English No slang, emoticons, or IM language

8 Phone and Etiquette Etiquette Basics DO NOT SCREAM AT PEOPLE. ALL CAPS IS SCREAMING. IT IS DIFFICULT TO READ AND IS EXTREMELY ANNOYING! Double check your tone Proofread (and spellcheck) Make sure you have included any necessary attachments Send attachments in the right form Be polite ‘Please’ and ‘Thank You’ go a long way

9 Phone and Etiquette Practice Create/Share Voic Greeting Leave a Voice Message Create/Share Professional Address

10 Phone and Etiquette Additional Resources ASU Fulton Engineering Career Center Purdue Owl – Etiquette https://owl.english.purdue.edu/owl/resource/636/01/ Respectful Workplace – Phone and Etiquette phone-and- -etiquette/ phone-and- -etiquette/ Business Insider – Etiquette for Professionals pachter pachter

11 For More Information Connect with Fulton Engineering Career Center Phone: (480) Website: Sun Devil CareerLink: MyASU>Campus Services>Jobs & Careers>Sun Devil CareerLink Facebook: Engineering Career Center Arizona State University 11


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