The Book of Business Etiquette by Nella Braddy Henney (best pdf ebook reader .txt) 📕

are given rest periods. Attractive rooms are prepared for them, tastefully furnished, well-lighted, and filled with comfortable chairs, good books, and magazines. Substantial meals are supplied in the middle of the day at a nominal charge. Special entertainments are planned from time to time, and best of all, the play time is kept absolutely distinct from the work time, a condition which makes for happiness as well as usefulness.

The girls are not perfect, they are not infallible. And they are only a third part of a telephone call. They work under difficulties at a task which is not an easy one, and their efficiency does not rest with them alone but with the people whom they serve as well.

A telephone call begins with the subscriber. Very few people understand the intricate system of cable and dynamos, vacuum tubes, coil racks, storage batteries, transmitters and generators which enable them to talk from a distance, and a good many could not understand them even if they were explained. Fortunately it is not necessary that they should. The subscriber's part is very simple.

He should first make sure that he is calling the right number. In New York City alone, forty-eight thousand wrong numbers are asked for every day by subscribers who have not consulted the telephone directory first, or who have unconsciously transposed the digits in a number. For example, a number such as 6454 can easily be changed to 6544. The telephone directory is a safe guide, much more so than an old letter or bill head or an uncertain memory. Information may be called if the number is not in the directory, but one should be definite even with her. She cannot supply the number of Mr. What-you-may-call-it or of Mr. Thing-um-a-bob or of Mr. Smith who lives down near the railroad station, and she cannot give the telephone number of a house which has no telephone in it. She has no right to answer irrelevant questions; is, in fact, prohibited from doing so. Her business is to furnish numbers and she cannot do it efficiently if she is expected also to explain why a cat has whiskers, how to preserve string beans by drying them, what time it is, what time the train leaves for Wakefield, or what kind of connection can be made at Jones's Junction.

In calling a number the name of the exchange should be given first. The number itself should be called with a slight pause between the hundreds and the tens, thus, “Watkins—pause—five, nine—pause—hundred” for “Watkins 5900” or “Murray Hill—pause—four, two—pause—six, three” for “Murray Hill 4263.” The reason for this is that the switchboard before which the operator sits is honeycombed with tiny holes arranged in sections of one hundred each. Each section is numbered and each of the holes within it is the termination of a subscriber's line. In locating “Watkins 5900” the girl first finds the section labelled “59” and then the “00” hole in that section, and if the “59” is given first she has found it by the time the subscriber has finished calling the number.

The number should be pronounced slowly and distinctly.

When the operator repeats it the subscriber should acknowledge it, and if she repeats it incorrectly, should stop her and give her the number again. And he should always remember, however difficult it may be to make her understand, that he is talking to a girl, a human being, and that the chances are ten to one that the poor connection is not her fault.

To recall the operator in case the wrong person is connected it is only necessary to move the receiver hook slowly up and down. She may not be able to attend to the recall at once but jiggling the hook angrily up and down will not get her any sooner. In fact, the more furious the subscriber becomes the less the girl knows about it, for the tiny signal light fails to register except when the hook is moved slowly; or if the switchboard is one where the operator is signalled by a little disk which falls over a blank space the disk fails to move down but remains quivering almost imperceptibly in its usual position.

After he has placed a call a man should wait at the telephone or near it until the connection is made. Too many men have a way of giving their secretaries a number to send through and then wandering off somewhere out of sight so that when the person is finally connected he has to wait several minutes while the secretary locates the man who started the call. It is the acme of discourtesy to keep any one waiting in this manner. It implies that your time is much more valuable than his, which may be true, but it is hardly gracious to shout it in so brazen a fashion.

It has been estimated that in New York City alone, more than a full business year is lost over the telephone every day between sunrise and sunset. There are 3,800,000 completed connections made every day. Out of each hundred, six show a delay of a minute or more before the person called answers. In each day this amounts to a delay of 228,000 connections. Two hundred and twenty-eight thousand minutes (and sometimes the delay amounts to much more than a minute) is the equivalent of 475 days of eight hours each, or as the gentleman who compiled these interesting statistics has it, a business year and a third with all the Sundays and holidays intact. In the course of a year it amounts to more than all the business days that have elapsed since Columbus discovered America!

It may be argued that we would be better off if we lost more than a year every day and did all our work at more leisurely pace. This may be, but the time to rest is not when the telephone bell is ringing.

The telephone on a business man's desk should always be facing him and it should not be tricked out with any of the patent devices except those sanctioned by the company. Most of them lessen instead of increase efficiency. A woman in her home where calls are infrequent may hide her telephone behind a lacquered screen or cover it with pink taffeta ruffles, but in a business office it is best to make no attempts to beautify it. It is when it is unadorned that the ugly little instrument gives its best service.

There should always be a pad and pencil at hand so that the message (if there is one) can be taken down without delay. The person at the other end probably has not time (and certainly has not inclination) to wait until you have fumbled through the papers on your desk and the rubbish in the drawers to locate something to write on and something to write with.

“Hello” is a useless and obsolescent form of response in business offices. The name of the firm, of the department, or of the man himself, or of all three, according to circumstances, should be given. When there is a private operator to take care of the calls she answers with the name of the firm, Blank and Blank. If the person at the other end of the wire says, “I want the Advertising department,” she connects them and the man there answers with “Advertising department.” The other then may ask for the manager, in which case the manager answers with his name. It is easy to grow impatient under all these relays, but a complicated connection involving half a dozen people before the right one is reached can be accomplished in less than a minute if each person sends it straight through without stopping to exchange a number of “Helloes” like a group of Swiss yodelers, or to ask a lot of unnecessary questions.

It is not necessary to scream over the telephone. The mouth should be held close to the transmitter and the words should be spoken carefully. In an open office where there are no partitions between the desks one should take especial pains to keep his voice modulated. One person angrily spluttering over the telephone can paralyze the work of all the people within a radius of fifty feet. If it were a necessary evil we could make ourselves grow accustomed to it. But it is not. And there is already enough unavoidable wear and tear during the course of a business day without adding this.

“Hello, what do you want?” is no way to answer a call. No decent person would speak even to a beggar at his door in this way and the visitor over the telephone, whoever he is, is entitled to a cordial greeting. The voice with the smile wins.

An amusing story is told of a man in Washington who was waked one evening about eleven o'clock by the telephone bell. At first he swore that he would not answer it but his wife insisted that it might be something very important, and finally, outraged and angry, he blundered through the dark across the room and into the hall, jerked down the receiver and yelled, “Hello!” His wife, who was listening tensely for whatever ill news might be forthcoming, was perfectly amazed to hear him saying in the next breath, in the most dulcet tones he had ever used, “Oh, how do you do, I'm so glad you called. Oh, delightful. Charmed. I'm sure she will be, too. Thank you. Yes, indeed. So good of you. Good-bye.” It was the wife of the President of the United States asking him and his wife to dinner at the White House.

If the person calling is given the wrong department he should be courteously transferred to the right one. Courteously, and not with a brusque, “You've got the wrong party” or “I'm not the man you want” but with “Just a minute, please, and I'll give you Mr. Miller.”

The time when people are rudest over the telephone is when some one breaks in on the wire. It might be just as well to remember that people do not interrupt intentionally, and the intruder is probably as disconcerted as the man he has interrupted. If he had inadvertently opened the wrong door in a business office the man inside would not have yelled, “Get out of here,” but over the telephone he will shriek, “Get off the wire” in a tone he would hardly use to drive the cow out of a cabbage patch.

In an effort to secure better manners among their subscribers the telephone company has asked them to try to visualize the person at the other end of the wire and to imagine that they are talking face to face. Many times a man will say things over the telephone—rude, profane, angry, insulting things, which he would not dream of saying if he were actually before the man he is talking to. And to make it worse he is often so angry that he does not give the other a chance to explain his side of it, at least not until he has said all that he has to say, and even then he not infrequently slams the receiver down on the hook as soon as he has finished!

Listening on a wire passes over from the field of courtesy into that of ethics. On party lines in the country it is not considered a heinous offense to eavesdrop over the telephone, but the conversation there is for the most part harmless neighborhood gossip and it does not matter greatly who hears it. In business it is different. But it is practically impossible for any one except the operator to overhear a conversation except by accident, and it is a misdemeanor punishable by law for her