ETIQUETTE IN MEETINGS
March 13, 2023
Cell Phone Etiquette
Cell phones have become indispensable business tools but at the same time can tarnish your professional image if used indiscriminately.
Cell Phone Etiquette Do’s and Don’ts
The use of cell phones in the workplace:
- Don’t use loud and annoying ring tones that destroy concentration and eardrums.
- Don’t speak louder on your cell phone than you would on any other phone.
- Maintain a distance of at least three meters from the nearest person when talking on a cell phone.
- Keep all cellular conversations brief and to the point.
- Use an earpiece in high-traffic or noisy locations.
- Tell callers when you’re talking on a mobile, so they can anticipate distractions or
disconnections.
- Respect ‘quiet zones’ and ‘phone-free areas’ at work and in public venues.
Cell phones in meetings:
- Phones should be off or on silent. Better still, leave your cell phone with your assistant or colleague or divert calls to an assistant
- If you are leading the meeting, remind everyone to do this before you begin.
- Do not read or send text messages during a meeting.
- If you forget to switch to silent and it rings, turn it off immediately and apologise
- If the call pertains to the subject matter of the meeting or if expecting an emergency call:
- Clear it with the chairman of the meeting.
- Inform meeting participants that you are expecting the call.
- Only take that specific call, if it’s someone else, divert to voicemail.
- Keep the phone on vibrate in a place where you could grab it immediately.
- Sit near the exit so you can leave the room quickly and quietly.
- Once you have taken that call, switch off your phone.
Your Personal Voice Mail
Your voice mail message is an extension of your professional image. It is thus important that your recorded message reflects the same professional image that you intent to promote in a face to face setting.
Your recorded message:
- Ensure that your voice mail message is short and professional.
- Keep it general and avoid religious greetings and connotations.
- Ensure no background music or other noises are recorded.
Planning your recording:
- When planning your message, look at it from the caller’s perspective:
- What would they need to know if you are not available to talk to them?
- When would you be back?
- Who else could help them?
Managing your messages:
- Check for messages immediately on your return.
- Return the call the same day; immediately if possible
