business etiquette

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Business Etiquette

Jedalyn Apanto-RafaelDean, College of Arts and Sciences

Etiquette – A Ticket

Original meaning: A ticket proving that the bearer knew

the rules required for admittance behind closed doors

Etiquette – A Ticket

Etiquette still “opens doors” Life is more pleasurable and easier

when we know what to expect from other people, what they expect of us, and how to respond in an appropriate way

Principles of Etiquette

Do unto others as you would have them do unto you. – Luke 6:31

One should seek for others the happiness one desires for one’s self. – Buddha

The true rule of life is to guard and do by the things of others as they do by their own. – Hindu

What you would not wish done to yourself, do not do unto others. – Chinese

The Case for Etiquette

Good manners open doors that position and money cannot.

Treating people courteously because we feel that they are important or can help our career is an inauthentic reason. Other people will soon recognize the insincerity.

Real Interviewing Mistakes That You WILL NOT Make

Not cutting the tags off your suit because you plan to return it.

Canceling an interview or plant trip because you have homework or tests.

Accepting a job offer, then turning it down later if you get a better offer or get in grad school.

Accepting the first offer you receive “just to get it over with”.

How To Introduce Yourself

Stand up Look the person in the eye Extend your hand for a firm web-to-web

handshake. Avoid: Bone-crushing handshakes “Wet fish” handshakes Grabbing someone’s fingers

Say your name and something about yourself

“Hello, I’m Jedalyn Rafael. I work in UNEP in the College of Arts and Sciences department.”

Introductions

Introduce the person of greatest importance or authority first (“Chancellor Soluta, I’d like you to meet my mother, Julieta Apanto”)

Gender or age is not the deciding factor. When a client is involved, mention him or

her first. A proper business introduction should

include first and last names.

Avoid Your Coworkers’ Pet Peeves

Or, how to avoid a reputation as the office slob, pest, or jerk

Cubicle Courtesies

Avoid loud phone conversations, especially of a personal nature

Do not wear strong perfume or cologne

Do not eat smelly food (e.g. fish) Do not stand in front of someone’s

cubicle and carry on a conversation Do not walk into a cubicle when

someone is on the phone (leave them a note or email instead)

Kitchen

If you drink the last cup of coffee, make a new pot

If you drink the last of the bottled water, put on a new container

Do not leave your dirty coffee cups in the sink

Do not eat other people’s food Do not leave your own food in the

refrigerator for too long

Office Citizenship

Put things back where they belong (stapler, hole punch, tape, etc.)

Indicate a reorder if you use the last of anything

Refill the paper tray in the copier if you empty it

Learn how to unjam the copier Clear the copier settings after using

Office Citizenship Refill the gas tank of the company’s

car after using. Remove any fast food wrappers or cups.

After using a conference room, clean up your papers, etc. Put the chairs back around the table and erase the white board.

Do not leave dried up markers in the white board tray.

Don’t be a candy moocher (taker).

Connecting With Others

Learn everyone’s names quickly and use them.

Accept and initiate lunch invitations Recognize others’ accomplishments Keep a filled candy jar on your desk Keep nice notecards and/or a

variety of cards (sympathy, get well, new baby) and use them

Find Your Own Style

Figure out what you’re comfortable with and do it

Don’t try to be someone you’re not Don’t discount the importance of

such gestures just because you’re uncomfortable – find your own style and be authentic

Eating Out/Receptions

It’s not about the food. It’s not about the beverages.

Restaurants Know how to use a standard table

setting. Start with utensils on the outside and work your way “in”.

Restaurants

Don’t order an expensive entrée Don’t order anything crunchy or

messy, or that you eat have to eat with your fingers

Don’t put your elbows on the table, but you may rest your hands there

Restaurants

Don’t start eating until your host or hostess does, or until everyone has been served

Cut meat one piece at a time Rest silverware on your plate when

speaking

Restaurants

Don’t bring your face down to the plate – bring your utensil up to you

Don’t help yourself to an item you’ve been asked to pass until the person who requested it has served him or herself

Restaurants Pace yourself so that you

finish about the same time as everyone else

Limit or forego alcohol consumption Don’t push your dishes away to

signal you have finished. When you’re done, put your utensils in a 4:00 position.

As times change, so do social norms for personal and professional behavior, but that doesn't mean basic etiquette doesn't matter. Performance and quality are important, too, of course, but not exclusively. We sometimes forget that business is about people. There is no shortage of competent and reliable people in the business world and manners can make the difference. Wouldn't you rather collaborate with, work for or buy from someone who has high standards of professional behavior?

Summary Knowledge of social skills does not

guarantee that all doors will open or guarantee achievement of personal and career goals

It is likely that the door to many of these rooms will likely be closed for those who lack these skills

Etiquette makes the workplace more enjoyable

. 15 rules of better behavior

1. when in doubt, introduce others. Always introduce people to others whenever the opportunity arises, unless you know that they’re already acquainted. It makes people feel valued, regardless of their status or position.


2. A handshake is still the professional standard. Not only does this simple gesture demonstrate that you’re polite, confident and approachable, it also sets the tone for any potential future professional relationship. In a very casual work atmosphere, you might be able to get away with a nod or a hello, but it’s worth it to make the extra effort to offer your hand.


3. Always say “Please” and “Thank you.” This should go without saying, but even in a very casual professional atmosphere, this basic form of courtesy is still imperative. Today, sending a thank you e-mail is perfectly acceptable, but a handwritten thank you note is always a nice touch.


4. Don’t interrupt. We’ve become a nation of “over-talkers,” so eager to offer our own opinions or press our point that we often interrupt others mid-sentence. It can be tongue-bitingly difficult to force ourselves not to interject, especially when the discussion is heated. Don’t. It’s rude and shows disrespect for the opinions of others. Remember, be assertive, not aggressive.


5. Watch your language. Verbal and written communications are often much less formal than in times past, but be careful to choose your words wisely. Of course, derogatory, rude or offensive language is unacceptable, but so is slang. While it may be commonplace in our society, it’s never acceptable in a professional atmosphere.


6. Double check before you hit send. While we’re on the subject of communication, always check your e-mails for spelling and grammar errors. Since the advent of spell check, there is no excuse for typos. Also, do a quick read to make sure the meaning and tone are what you wish to convey. And no smileys, please.

http://www.openforum.com/articles/7-reasons-your-e-mail-pitches-are-failing


7. Don’t walk into someone’s office unannounced. It’s disrespectful to assume that you have the right to interrupt other people’s work. Knock on the door or say hello if it’s open and ask if it’s a good time to talk. If the discussion is going to take more than a few minutes, it’s a good idea to call or e-mail and schedule a good time for both of you.


8. Don’t gossip. It’s so hard sometimes to resist engaging in a little “harmless” gossip. But the reality is that gossip is never harmless. It is most certainly damaging to the subject of the gossip, but it also reflects poorly on you. It’s natural to be curious and interested in what other people are doing, but talking about someone who is not present is disrespectful.


9. Don’t eavesdrop. Everyone is entitled to private conversations, in person or over the phone. The same goes for e-mail; don’t stand over someone’s shoulder and read their e-mails.


10. Acknowledge others. When someone approaches you, acknowledge him or her. If you’re in the middle of something important, it’s fine to ask them to wait a minute while you finish. If you pass someone in the hallway or on the street, but don’t have time to talk, at least wave a hand and say hello. Busyness is not an excuse to ignore people.


11. Avoid the “Big Two.” We have blurred many of the personal and professional lines, but politics and religion are still off-limits. These topics are highly charged minefields for a professional atmosphere. Leave them at the office door.


12. Be on time. We’re all busy. Being punctual shows others that you value their time. Being late doesn’t mean that you’re busier than other people; it just means that you’re inconsiderate.


13. No phone during meetings. When you’re in a meeting, focus on the meeting discussion. Don’t take calls, text or check e-mail. It’s disrespectful to the other attendees, not to mention, extremely annoying. It also makes meetings last longer because the participants keep losing focus..


14. Don’t be a business card pusher. Don’t simply hand out business cards to everyone you meet. It’s a bit aggressive unless you’re on a sales call. Ask for the other person’s card, offer to exchange cards or at the very least, ask if you can leave your card before you reach in your pocket.


15. Show genuine interest. Keep eye contact and make an effort to truly listen to what others are saying. We are so easily distracted in this climate of increasingly short attention spans; we often can’t wait for the other person to hurry up and finish so we can move on to the next thing. Resist the lure of distraction and haste. Take the time to ask questions and show an interest in the other person’s thoughts.

Question 1

In the business arena:

a) Only men should stand for handshaking and all introductions

b) Only women should stand for handshaking and all introductions

c) It is not necessary for men or women to stand for handshaking and all introductions

d) Both men and women should stand for handshaking and all introductions

Question 2

For easy reading, one’s name badge should be worn:

a) On the left shoulder

b) On the right shoulder

c) On the left hip

d) Around one’s neck

Question 3

When eating bread in a restaurant, you should:

a) Butter the whole piece of bread, pick it up, and eat one bite at a time.

b) Break off a bite-sized piece of bread and then butter and eat one bite at a time

Question 4

The best way to meet people at a business or social function is to:

a) Head for the bar or buffet immediately upon arrival

b) Introduce yourself to two people who are standing close and talking softly

c) Look confident, standing in the center of the room, and wait for someone to approach you

d) Introduce yourself to a person standing alone

e) Stick close to those you know very well and forget about the rest

Question 5

When making a business introduction, you should :

a) Wing it

b) Introduce the less important/junior person to the more important/senior person

c) Introduce the more important/senior person to the less important/senior person

d) Don’t do anything. It is their responsibility to introduce themselves.

Question 6When expressing thanks to someone who has given you a gift, you:

a) Send an email because it is faster and more efficient

b) Send a handwritten note within 48 hours

c) Pick up the phone and call within 72 hours

d) Consider a verbal thank you sufficient

Question 7

When you are dining with someone important and your cell phone rings, you:

a) Answer it within two rings and keep the call brief

b) Ignore it and pretend that someone else’s phone is ringing

c) Apologize and turn the phone on silent mode. The person you’re with takes priority.

d) Apologize, step away from the table, and take the call in the lobby or restroom.

Question 8

When you are dining in a restaurant and you accidentally drop your fork on the floor, you:

a) Pick it up, wipe it off, and use it anyway

b) Pick it up, give it to the server, and ask him to bring you another one

c) Leave it on the floor and ask the server to bring you another one

d) Leave it on the floor and use your neighbor’s fork when he’s not looking

Question 9

When seated at a round or rectangular table:

a) Remember, left to right, B-M-W: bread, meal, water

b) Remember left to right, D-D-R: drink, dinner plate, roll

c) It doesn’t matter. There’s enough water and bread to go around anyway.

Question 10

If you have a morsel of food lodged in your teeth and you want to remove it, you:

a) Take your knife when no one is looking and remove the morsel promptly with the blade

b) Raise your napkin to your mouth and discreetly use a sugar packet or your business card to remove the morsel

c) Politely ask your server for a toothpick

d) Excuse yourself and go to the restroom to pick your teeth in private

Question 11

When you are finished eating, your napkin should be

a) Folded loosely and placed on the right side of your plate

b) Folded loosely and placed on the left side of your plate

a) Folded loosely and placed on the center of your plate

d) Folded like a dove or pirate’s hat and placed in the center of your chair

Question 12

When two business people communicate, how far apart should they stand?

a) 1.5 feet

b) 3 feet

c) 7 feet

Question 13

It is acceptable to tell a business colleague that his/her zipper is unzipped.

a) True

b) False

Question 14

When answering a business phone, always answer

a) With a simple hello. It sounds more approachable and less pretentious.

b) With your name

c) With your name, department, title, and a greeting

Question 15

When you reach a doorway at the same time as another person, the following rules apply:

a) Whoever arrives first should open it and hold it for those who are following

b) Men should always open doors for women

c) Women should open doors for men to prove that they are no longer oppressed

d) Always open the door for someone of either sex if that person has his or her hands full

Question 16

When exiting an elevator and a more senior person is toward the back, always:

a) Step aside to let the more important person exit first

b) Exit first if you are closest to the door

Question 17

On “Casual Friday”, which item(s) of clothing is (are) generally considered inappropriate?

a) Khaki slacks

b) Sweat pants

c) Baseball caps

d) Polo-type shirts

e) Loafers

f) Flip flops

g) Jeans

Question 18You have just heard a coworker in the cubicle next toyours speak rudely to a client on the phone. You should:

a) Wait until the call is finished, then tell the person that their behavior is unacceptable

b) Tell your boss

c) Respect your coworker’s privacy and refrain from commenting

Question 19

You have exchanged a couple of angry emails with a coworker who, in your opinion, is being unreasonable. It’s getting out of hand. You should:

a) Stop the communication and let things cool off

b) Send one more blistering email, summarizing the situation and how upset you are with that person’s behavior, and :cc the recipient’s supervisor

c) Change the medium. Call the person on the telephone or go sit down face to face.

Thank Thank You!You!

business etiquette

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