How to be smart with your smart phone.

By Kimberly Law

Smart phones are everywhere, and used all the time. Over the past few years, smart phone use and misuse has increased to dangerous levels; they now cause everything from general disturbances to road-rage. When using mobile phones, be courteous and consider the following:

For many, the telephone is still the primary source of communicating with others for business, even if it is portable. With no visual cues to look for, your words and the tone of your voice are extremely important.

• Use the same courtesy and enthusiasm you would on a business landline; when answering the phone, smile! The caller can hear it in your voice. Greet the caller professionally with your name. Speak slowly and clearly, so your caller can understand you easily.
• Keep the tone of your voice at a moderate level. Mobile phones generally have great reception, so there is no need to yell into the phone.
• Keep your distance. Don’t disturb people around you while talking. Chat on mobile phones when you are alone, not in public.
• Personal matters are personal. The public doesn’t need to hear your discussions with a client or a loved one.
• Speakerphones are only to be used when more than one person needs to be in on the conversation. Always make sure the person on the other end of the phone knows that they are on speakerphone.
• Quirky ring tones can be very annoying. In a business setting, business means business. Set phones on silence, vibrate, or use a traditional ringtone.

For centuries, handwritten letters delivered by messenger or post were the only form of written correspondence. Over time, typewriters became the norm, but the delivery system remained the same. Now, with the explosion of texting and email, correspondence is sent at lightning speed. Even though electronic correspondence can be a real time-saver, it is still a form of written correspondence. Business correspondence should be written with the same formality as a business letter. This makes email a better option than texting.

• The subject in the “subject” box reflects the content of the email. Keep it short, concise and clear. When corresponding over several emails, change the subject as the subject changes.
• Use Salutations, just like a letter… ‘Hey, bro,’ just doesn’t cut it.
• It’s easy to whip off a quick email, but remember to pay attention to spelling and grammar so that you are clearly understood.
• Your email signature takes the place of the company return address in a letter. Include your name; title; company name; company telephone number; your direct line and/or mobile number; and fax number. Have your signature attached to a reply as well as the original email. This will keep your contact information at the receiver’s fingertips.
• 2:00 a.m.? 2:00 p.m.? EST? PST? Times and zones can cause confusion. Be clear about dates and times when referring to them.
• Don’t have the answer? Don’t postpone; respond instead… Let them know when they can expect your response.

Just because they are portable doesn’t mean you should use them at anytime. Talking, checking and responding to email, text messaging, or planning your day on a portable device any time you may be disturbing others is just plain rude!

As technology evolves, so must our manners. A little techno-courtesy and a little common sense can make the technology experiences more pleasant for you, the receiver and the people around you.

Kimberly Law, AICI CIP founder of Personal Impact, is a certified image and etiquette consultant offering one-on-one and group training. Since 1999, she has shown business professionals how to look and act their very best, enhancing their professional image and increasing their bottom line. www.personalimpact.ca

This article was published in the June 2010 issue of BarTalk. © 2010 The Canadian Bar Association. All rights reserved.