The telephone -- a very useful invention as it allows us to directly connect with other people. A drawback? We usually don't know what that other person might be doing when we ring them up or if our call might be an interruption.
Now, many people might respond to this statement with the thought "But if the person is busy, he won't answer the telephone!" Perhaps, but he may feel it is more important to be accessible to callers, he may realize that some inquiries may be dealt with quickly and easily, and quite simply, he may prefer to avoid having one more message to return.
So, keeping the first thought in mind, that we don't always know what is going on at the other end of the line, as a courtesy, always ask if it is a convenient time for your call.
The most important part of this advice? Listen and then abide by the response!
Some people will come right out and say that no, they don't have time to talk right at that moment. Perfect! Ask if there is a more convenient time to call back, or suggest a time yourself, set the appointment and then get off of the phone.
- Do follow up at that later date. Again, ask if this is a more convenient time to chat (this is a gentle reminder that you had called before and the person had agreed to this later date/time.) Your thoughtfulness -- and professionalism -- will be appreciated.
- They may respond to this by telling you that "No, this is fine, what can I help you with?" etc. Rather than get into a discussion as to convenience, go ahead with the matter but make every effort to be brief.
At no point should you respond to someone's comment that she is in the middle of something with "This will just take a moment." By doing this, you are in essence telling her that your needs are more important than whatever else she may be involved with, and therefore, her time is of less value.
Your respect -- or lack of -- for the other person's answer will let him or her know how seriously you take their business.
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Remember...
Asking others if you have called at a convenient time to talk is more than a courtesy. It is also a way to show that person that you respect his or her time, and while this will not only be helpful to that person, it also reflects well on you.
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