You know – you need to call a client/candidate but you don’t know if it’s appropriate still. Maybe it’s too late to do it at all?

In the Czech Republic, although the night-time rest period ends at six in the morning and starts at ten in the evening, it is better not to copy this limit exactly when making a phone call. After all, calling after 6 a.m. with the assumption that everyone is ready to deal with business matters is a bit early, unless the call is pre-arranged. Even though in some industries or regions this is not necessarily such a problem (delivery drivers/bakers and other professions that get up/function early in the morning, the same applies for example to Moravia, where it is more common for working hours to start earlier than in the Czech Republic or Prague), it is better to stick to such unwritten phone etiquette.

In general, on weekdays it is advisable to make phone calls between 9:00 and 18:00, both for business and private matters. Phone calls during lunchtime, between 12:00 and 13:00, are often considered by people to be disruptive. At weekends it is best to keep phone calls to a minimum unless it is something important. On these days, we should not call before 10:00 am or after 5:00 pm. Exceptions are calls that have been agreed in advance or are normal for both parties.

If you are unsure, it is better to text first to see if you can call on that day/time. Even in the evening, it is a good idea to think twice before calling someone.

According to Ladislav Špaček, a leading Czech etiquette expert, it is possible to call in the evening until about ten o’clock. As you can see, opinions vary, which is why I personally prefer to stick to the working hours rule.

If it is necessary to call in the evening, it should be a matter that cannot be postponed. For work calls, 7 pm is borderline, but calling later can already set you up for an uncomfortable conversation. If necessary, text first and ask if you can call.

In Portugal, for example, they have taken a firm approach to defining the boundaries between work and private life. They have legislated that bosses cannot contact their employees outside of agreed working hours. The aim of this rule is to ensure that people can better balance their work-life balance.

Just because we always have our mobile phones with us and often don’t switch them off at night, at weekends, or on holiday, doesn’t mean it’s OK to call at any time. It’s also important to think about time zones and time shifts when calling abroad (the same goes for public holidays – it’s good to keep track of public holidays and days off in a given country so you’re not surprised why no one is answering the phone today :-)). Bad timing of a call that wakes someone up in the middle of the night or when they’re already mentally off work doesn’t do any good anyway.

Telephone etiquette in different cultures

Telephone etiquette can vary depending on culture and region. In Japan, for example, it is considered rude to make a phone call on public transport and people often resort to text messaging. In France, it is common to make phone calls between 9:00 and 20:00, while in Germany it is considered inappropriate to call after 20:00. Respecting these cultural differences can help with international calls and business negotiations, and also help you work as efficiently as possible (you’ll have a higher success rate when answering the call or a more attuned caller/receiver).

You can send text messages then or messages via chat apps (Facebook Messenger, WhatsApp, Telegram, etc.) at pretty much any time, as long as the message doesn’t make it sound like you want an immediate response. If you need an answer quickly, it’s a good idea to follow the appropriate times for calling. It is true that the reply is not enforceable and it is up to both parties when to reply to the message. However, a relatively early response is always nice. In business matters, a reply should come within 24 hours.

Why is it a good idea to agree/establish rules for phone/contact?

The difference between a work call and a private call is obvious. I have friends I can call at midnight, while others don’t pick up the phone after 8 pm. Making phone calls between friends is more flexible and doesn’t have such strict rules. However, in work contacts, between colleagues or with supervisors, it is good to have some rules for calling. Because it’s not only work that makes a person alive. Colleagues also have families, hobbies, leisure time, and other non-work responsibilities, both on weekdays and at the weekend. It’s important to respect that if they’re not answering your messages or your phones.

Not to mention, you also need to disconnect from work a little from time to time.

If someone calls you and you can’t or won’t take the call, it’s fine to send a message when you answer if you want to or know it’s not mentally bothering you.

Telephone etiquette includes the fact that your loud call should not disturb anyone. Loud calls on public transport, in restaurants, cinemas, theatres, co-working spaces, and other public places are not advisable. Plus, you may not even be comfortable discussing personal or business matters out loud, for example.

Again, at a joint meeting or interview, for example, and when sitting with friends, it should be a matter of course that you pay more attention to the people present than to your mobile phone. Moreover, this may seem rude to candidates, for example.

How to prepare for an important phone call

Preparing for a call can be crucial for effective and uninterrupted communication, or it can play a vital role in your professional and personal life (as it may be an important job interview that could earn you a bang for your buck). Here are some recommendations on how to best prepare for the call:

• Choose a suitable location – find a quiet place where you won’t be disturbed. Close the door if possible and let others know you need privacy. If you are calling from home, inform family members or roommates not to disturb you during the call.
• Have your notes ready – have all the information and notes you might need during the call to hand. This will help you keep track and avoid unnecessary searching for information during the call.
• Check all your technical equipment – make sure your phone is charged before the call or that you have sufficient internet connection if you are using video calling apps. Make sure your headset and microphone are working properly to avoid technical issues during the call.
• Plan your time – book enough time for the call so you don’t have to rush. If you are expecting a longer call, give yourself time to spare so that no other commitments disturb you.
• Turn off distractions – turn off or silence notifications on your mobile phone, computer, or other devices so you are not disturbed by incoming messages or notifications. If possible, put your phone in “do not disturb” mode.
• Prepare water or coffee – keep a glass of water or a cup of coffee handy so you don’t have to be distracted during a call. This will also help you stay fresh and focused.
• Choose the right posture – sit comfortably but in a way that keeps you alert and focused. Proper posture can affect your voice and the overall impression of the call.
• Think about lighting – if it’s a video call, make sure you have good lighting. The light should be in front of you, not behind you, so that your face is clearly visible and not in shadow.
• Check the background – for video calls, it’s important to have a clean and neutral background that won’t be distracting. Avoid areas with too much clutter or distracting elements.
• Set goals for the call – Before the call, be clear about what you want to accomplish and what points you want to discuss. This will help you maintain the structure of the call and ensure you don’t forget important points.
• Start with a greeting and introduce yourself – always introduce yourself and greet the other party at the beginning of the call. If it’s a formal call, you can start with, for example, “Hello, this is Jana Novak from XYZ company. I would like to discuss with you…”.
• Listen actively – try to listen actively to the other party during the call. Do not do other activities and concentrate on what the other person is saying. Active listening also includes asking questions and confirming that you have understood the message correctly.
• Maintain a positive tone – try to keep a positive and friendly tone of voice. Even if you are addressing a difficult topic, a positive attitude can help keep the conversation on a constructive level.
• End the call politely – at the end of the call, thank the other party for their time and cooperation. If further communication or a meeting is needed, agree on the next course of action and timeline.

And what else to never forget when making a phone call?

Say hello and introduce yourself, unless it’s immediate family or friends. Speak briefly, to the point, and for a reasonable length of time. Remember that many people won’t tell you that you’re keeping them on the phone for a long time and that they’re not enjoying it (this is a common problem with call center staff, for example, who have a certain call script and don’t understand that you on the other end need to say quickly, clearly and concisely what the call is about because you get dozens of calls like this in a day and you simply have to filter it very quickly).

It is also essential to speak in a pleasant voice (not monotone or boring, just change the intonation of your voice).

Also write text messages grammatically correct and check them before sending them. Typos are one thing, misspellings and missing punctuation are another, and again, the other party may perceive that you don’t speak Czech well and it may raise a number of questions you don’t want to ask (for example, in interviews) – if you are educated enough and don’t generally come across well.

If you know you will need more time to discuss a topic, plan your call in advance. This will give the other party a chance to prepare and avoid unpleasant surprises. Try to call during normal business hours if it is a work-related matter.

See the recommendation above – but here it depends on other circumstances – for example, companies that are very performance-driven may instead expect you to answer the phone day and night – it’s then just a question of whether you want to set it up that way. Some people who are more of a workaholic may find this suits them, others may get depressed because they can’t mentally take a break from work. It really always depends on the circumstances and each person’s individual setup. For me, it’s not a problem to occasionally pick up the work phone later in the evening, as long as it’s not the rule. Conversely, if someone has been slacking off all day and starts working at 9 pm and starts calling you because they were too lazy to deal with it earlier, there is no point in answering the phone like that because you are only robbing yourself of your free time.

This shows respect for the other person’s work and personal life. If you don’t get through, leave a short, clear message on voicemail. Include your name, the reason for the call, and the best time to get back to you.

Motivation for setting phone rules is not just about etiquette, but also about health. You may be familiar with texting neck syndrome or bowed head syndrome.

These are the consequences of constantly hunching over electronic devices, including cell phones. This syndrome involves stiffness of the cervical spine, limitation of sideways head movement, kyphosis of the upper spine, and headaches. I could go on and on about my experience. The Head Downers 2021 study (based on a Velux survey in eight European countries, including the Czech Republic) found that 70% of respondents spend too much time in front of their electronic device screens. In the Czech Republic, this was 62% of respondents and even 75% of those aged between 18 and 34.

History of phone use

The history of telephony is fascinating and full of significant milestones. The first phone call was made on 10 March 1876, when Alexander Graham Bell called his assistant Thomas Watson. Bell then uttered the famous line, “Mr Watson, come here, I need you.”

This historic call laid the foundation for modern communication and opened the way for the rapid and efficient transmission of information over distance.

Bell’s invention was based on the principle of converting sound into electrical signals that could be transmitted over wires. This discovery revolutionized communication and quickly spread around the world. The first telephone exchange was set up in 1878 in New Haven, Connecticut, and allowed multiple users to be connected. By 1880, there were more than 50,000 telephone sets in the United States.

Since then, telephone technology has advanced steadily. In 1891, the first automatic telephone system was introduced, which allowed users to call directly without the need for an operator. This system was developed by Almon Strowger, a funeral businessman who wanted to bypass the human factor in making telephone calls.

The development of mobile phones

The move from landlines to mobile phones was another huge step forward. The first mobile phone was introduced in 1973 by Martin Cooper of Motorola. This device, known as the DynaTAC 8000X, weighed almost one kilogram and measured over 30 centimeters. The first commercial cell phone hit the market in 1983 and cost several thousand dollars, making it a luxury item.

As time went on, mobile phones became smaller, cheaper, and more affordable. In 1991, the first commercial GSM (Global System for Mobile Communications) network was launched in Finland, allowing users to use mobile phones for international calls and text messages. This technology quickly spread and became the standard for mobile communications worldwide.

Modern smartphones

Today’s smartphones are multifunctional devices that include not only the ability to make phone calls and send text messages but also to access the Internet, GPS navigation, take photos, play games, and much more. The first truly smartphone, the IBM Simon, was introduced in 1992 and had a touch screen, email capability, and basic apps.

The smartphone revolution was launched with the introduction of the iPhone by Apple in 2007. This device brought an intuitive user interface and a huge ecosystem of apps, which changed the way people use their phones. Other brands like Samsung, Google, and many others followed and contributed to the rapid development and innovation in this field.

By 2021, it was estimated that there are more than 7 billion active mobile phones in the world. This means that almost every person on the planet owns a mobile phone. This huge number of users shows how crucial a role mobile phones play in our daily lives.

The importance of telephony today

Telephoning today is not just about transmitting voice. It’s a way to stay in touch with family and friends, to work effectively at a distance, to get information, and to have fun. Telephony technology is constantly evolving, whether it’s improving call quality, introducing video calling, or integrating with other communication platforms.

Telephony also brings challenges such as the need for proper etiquette, respect for privacy, and work-life balance. But with these challenges come new opportunities and ways to stay connected in a rapidly changing world.