Ring, Ring: The Lost Art of Telephone Etiquette

If you were talking to someone face-to-face, you wouldn’t also be checking emails or doing another task, no matter how simple, such as washing dishes. (StockLite/Shutterstock)

In a world of near-constant communication, we spend a lot of time talking to others while making calls or responding to texts. Make sure you’re a pleasure to communicate with by following these ironclad rules of phone manners.

Respond in a Timely Manner

When you see that you’ve missed a call and a voicemail has been left, return it no later than the next day. When someone makes the effort to reach out to you, it’s important to show them respect by responding as soon as possible.

The only exception is if you see a missed call from a number you don’t recognize and no voicemail was left. Too many people use automated dialers to make unsolicited phone calls, meaning if you answer a call from a number you don’t recognize, there’s a good chance it’s someone trying to sell you something you don’t want.

Be Professional and Polite

It isn’t always possible to take every call, so make sure you have an outgoing message to callers when you don’t answer. Keep the message brief and speak clearly. Resist the urge to use a clever message that may be confusing or simply inappropriate.

Some phones allow you to send an automatic text to the caller, saying something such as “I can’t talk right now.” This lets the caller know you received the call; for many, it prompts the caller to send a text, which may be a more practical way to communicate. As an example, if you’re dining with business associates or friends, you can excuse yourself from the group for a moment to send or reply to texts.

Don’t Broadcast Your Calls

Many people think it’s OK to make and receive calls while using their phone’s hands-free speaker function. There are times when this is acceptable, such as when at home or alone at the office and you need to use your hands to complete a project.

However, in most scenarios, it’s a bit rude to use the speaker function; the caller hears all the background noises, and you have to speak very loudly to hear each other. This also allows everyone in close proximity to hear both sides of the call, whether they want to or not, making it a form of sound pollution—so just don’t do it.

Let It Go to Voicemail

There are numerous scenarios in which it’s acceptable and possibly even encouraged not to answer a ringing phone. Let it go to voicemail when you’re at the movie theater, at your child’s school recital, or in a meeting—all situations in which the ringer should be muted—and especially when you’re driving. Other no-answer scenarios include while in an elevator with other people, on an airliner prior to takeoff, and in a doctor’s waiting room.

You can check to see if the caller left a voicemail message and, if so, send them a text saying you’ll call them back as soon as possible.

Multitask Later

If you were talking to someone face to face, you wouldn’t also be checking emails or doing another task, no matter how simple, such as washing dishes. When you talk to someone while doing something else, your attention is divided, which affects not only the quality of the conversation—you will sound distracted, because you are—but also the quality of whatever task you’re doing.

If you’re busy when someone calls, ask them if you can call them back later. If not, stop whatever else you’re doing to focus 100 percent on the call. However, there are exceptions when it’s OK to take a call, such as when you’re walking the dog—but keep an eye on the pup!