Being professional by phone or e-mail

Whether corresponding via e-mail or over the phone regarding business matters, it is important to act in a professional manner. The manner in which you present yourself through these mediums reflects not only on your experience but also your intelligence and degree of sophistication.

With e-mail, you should avoid “cutesy” or suggestive addresses, capricious signatures, and emoticons (such as (: and <3)>

When speaking on the phone, you should address the person by his or her full name, listen and avoid interruption, and speak clearly and slowly to prevent any potential misunderstandings.

The very nature of e-mail makes it easier for the recipient to scrutinize your words. When an e-mail is received, it is stored in the permanent files of the computer for the recipient to read and re-read. Proper grammar is especially important, as any error in this area will reflect poorly on your education and intellect.

To demonstrate professional respect, you should refer to him or her by an official title (i.e. Mr., Mrs., Dr., Ms. or whatever they prefer) in your salutation.

As emotions are not readily apparent in written communication, exercise great caution in including jokes as they may be misinterpreted. Most importantly, never include any suggestive material or threats, as a written record is generated that could be used as evidence against you.

While a telephone conversation will in most cases not be permanently recorded, to retain your professional reputation it is essential that you demonstrate respect and good communications skills over the phone.

Whether talking to your supervisor or a fellow coworker, you should speak in a manner that will not leave the person on the other end of the phone confused or despondent. When he or she is speaking, be sure to pay attention to what you are being told and avoid constant interjections such as “okay” and “right.”

Also, speak to his or her level of understanding without sounding condescending, and remember to speak concisely and slowly enough that your words won’t sound garbled.

While you don’t have to possess the communications skills of a presidential candidate when corresponding in a business situation, you should present your most professional manner.

Your colleagues will remember you not for your qualifications or educational background but for the way in which you presented yourself.

Written by Elizabethtown College Students In Free Enterprise, a nonprofit organization that teaches others the principles of free market economics. Students, faculty and staff are strongly encouraged to visit the SIFE blog at http://etownsife.blogspot.com/. Contact sife@etown.edu with any questions.

This article was originally published in the Etownian on Thursday, February 28th, 2008.