Speaker Phone Etiquette

By Juanita Ecker

A friend of mine recently called a client to discuss a project. The client asked if she could put my friend on speaker phone. As soon as he agreed, she then launched into a lecture about all of the things she was unhappy about with the project. There were other people in the room with her, and my friend felt like he was under attack. Did she really need to put him on speaker phone to chew him out? Wouldn’t a private conversation have been more appropriate?

Using the speaker phone function can make our work life easier, freeing us to take notes, multi-task, or bring other people in on the conversation. However, it’s important to use it wisely so that you don’t ruffle other people’s feathers. Here are a few tips on proper etiquette:

Always ask permission before you put someone on speaker phone. Using speaker phone without getting the green light first is a surefire way to invite trouble, especially if there are other people in the room. I’ve heard several horror stories of people being conferenced in and saying something inappropriate or confidential because they didn’t realize others were listening. Always ask first!

Introduce everyone who is listening to the call. If you are sitting in a conference room full of colleagues, alert your caller and identify the other people with you. Say, “Hi Jim, I’m here with Ted, Linda, and Barry. Is it okay if we switch to speaker phone?” Identify yourself when you make a remark, as the caller may not recognize your voice from the others.