How to use proper Phone Etiquette

      Why is phone etiquette important?

• People cannot see you face to face. Expressions in your voice can create an impression, just as much as your facial expressions, gestures and body language.
• When making cold calls, many times, it is the first point of contact for getting a business. 
• While giving instructions or setting a problem right, clarity in voice and tone is very important to avoid confusion in the listener’s mind.

 

      Common etiquettes to follow

• Avoid making calls early mornings, afternoons, late nights and mealtimes. (While making International calls, know the appropriate time in that zone.
• Make business calls well before the close of office hours.
  If you dial or receive a “wrong number”, simply say, “Sorry ,wrong number”.
  If you have made the call, introduce yourself first, explain the purpose of the call and wait for a response.
• Conversations with busy people should be brief as possible. You may ask, “Is this a good time to talk?” or “Do you want me to call back later?”. 
• When the number you are calling is not answered quickly, wait long enough .It is very annoying to have been disturbed just to pick up the telephone and find the caller has hung up.
• The appropriate way to respond to a call is “Hello”.
• Avoid putting a caller on hold for more than 30 seconds. If an immediate response will take time, inform the caller. ”This may take some time, would you like to keep holding or should I give you a call later?” gives a choice to the caller. If you have promised to call back, remember to call. 
• Listen carefully. Never interrupt.
• Reply clearly. Pause. Ask or determine if the person at the other end has understood you.
• Never hang up on a caller. Ask questions like “Will that be all?”, “Is there anything else I can help you with?” before hanging up.
• Try not to mispronounce the name of a person you are making a call to. If it is a difficult name to pronounce, ask the person if you have the right pronunciation if not, correct it by repeating it or asking for the spelling of the name. 
• If you have an unusual name, spell it out and give a clear pronunciation of the name to the person at the other end.
• While taking down a message, confirm by reading it out back to the caller and double check the name, spelling and telephone number.

      Cell-phones

• Same etiquettes as for phones.
• Keep ring tone off in meetings and public places such as office, theatres, movie halls, shops, elevators…any place where it might disturb others.
• While attending a call move to a corner or out of the hall/room and respond in a low voice.
• If you are in conversation with someone, take their permission before responding to call.
• Text messages or SMS saves money and time and does not disturb.

Formal Wear And Grooming Tips For The Coporate Woman

GENERAL TIPS

• Most companies do not like to see their employees wear jeans, shorts, capris, tee shirts, sneakers, open shoes and slippers to work. However, these days, different organizations explain “casual” in a different way. Dress according to what is OK with your organization.
• If you are travelling or working or visiting a client’s organization, make sure you are aware of the dress code prevalent in that country or organization.
• Wear well fitted clothes.
• Make sure your clothes are clean and ironed.

                                   

            

FORMAL WEAR FOR WOMEN

Western Wear

• Formal trousers in grey, black, brown and blue are the most common. Other colors like purple, bottle green and khaki are also becoming increasingly accepted. Light colours like white and cream look very good if you can manage to keep them look clean for a whole day.
• Trousers should cover your foot and a bit of your shoe heels.
• A closed shoe in single color with heels (upto3 inches) is formal. Wear shoes to match your suit or clothes. Peep toe shoes are also acceptable. Shoes could be open on the top of your foot, slip on or with laces. A shoe with laces should not have open or uneven laces.
• Shoes should be polished and clean at all times.
• Sneakers, flip-flops,open sandals and extremely high heels and fashion shoes are not allowed.
• Business suit (jacket and trouser, the same color) in dark shades, trousers or straight cut skirt .Blouse under the jacket could be white or any other light color. 
• Shirts and blouses may be sleeveless (but not revealing), half sleeves and full sleeves. Co-ordinate the shirt colors with the trousers.Stripes, small prints are ok but extremely bright shades and loud prints should be avoided
• Avoid very high heels and fashionable footwear.
• A hose in skin color, blue or black is good to wear with trousers and shoes where your upper foot is seen. When wearing a skirt, a hose is not compulsory. Make sure that the hose is not loose and doesn’t have a ladder. Avoid colored, sequined, patterned hoses.
• Women may wear ties if they like but this is optional. 
• Scarves worn with shirts and sweaters look good. Again, take care to color co-ordinate.
• DO NOT WEAR low cut blouses, backless blouses or transparent shirts.
• DO NOT WEAR mini skirts, jeans, shorts, slit pants/skirts, gowns, large bell sleeves, frills, bows, big buttons, loud patterns, multicolored fluorescent shades.
• DO NOT WEAR tight fitting or provocative clothing.

INDIAN FORMALS

• Crisp cotton, starched sarees, chiffons and silk saris are formal. Prints should be small and all over. Very loud colors and prints attract attention for the wrong reason. Too much of zari work and shiny sequins that you would wear to parties and to weddings should not be worn for work. Saree blouses should not be fashionable. Sleeveless blouse is allowed.
• Salwar/kameez and churidar kameez with dupatta in small prints and tailored to fit is considered formal. Cotton wear should be ironed and duppattas neatly pinned up.
• Simple sandals and chappals comfortable length heels look good. Open shoes are also ok.
• Footwear should match the clothes you wear. Black, brown and white footwear can be co-ordinated with most colors of clothes.
• No provocative dressing.
• No display of high level fashion dressing.

CASUAL WEAR

• “Dress in casuals” at work does not mean you can wear your sweat pants or pyjamas to work.
• Casuals are usually worn on Fridays or weekends to work.Also, you can wear casuals for an office informal get-together, outing or meeting on a holiday.
• Even though you are allowed to wear casuals, wear clothes, bearing in mind that you are with the same set of people you work with.
• Casual wear means wearing what you would wear while going out after working hours. This means jeans and short tops, sneakers and sandals and Indian wear.Remember,you still have to work: do not wear clothes that interfere with work
• Do not wear provocative and revealing clothes
• For an evening informal get-together of staff or dinner meeting at a client’s place, wear an evening dress or Indian wear that may be slightly more colourful and showy than formal wear.

MAKE-UP, ACCESSORIES and GROOMING

• Long hair should be tied, braided or put up in a neat bun. Do not have hair styles that have hair falling over your face. Do not wear colorful, large or beaded hair accessories.
• Jewellery should be minimum and matching with your costume. Long dangling ear-rings, too many rings, bracelets and bangles that make a lot of noise should be avoided.
• Wear minimum make up. Light foundation, eyeliner and light colored lipstick is ideal. If you are wearing a bindi, make sure it is not over decorative.
• Nails must be trimmed regularly. Do not keep very long nails. Light nail polish on medium length nails look good. Avoid extremely bright or sparkly nail polish. Chipped off nail polish looks bad.
• A simple watch is a good accessory to have. 
• Wear light perfume or deodorant.
• Wear simple anti-glare eyeglasses if you are using glasses. Do not wear dark glasses inside the room.