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Basic Business Etiquette to Be Aware Of

Individuals often feel uncomfortable in business situations, as this is one topic most business schools overlook. They don’t cover proper business etiquette at times such as this, leaving a person wondering what they should say and how they should act. Until this changes, a person may wonder if they are presenting themselves properly in this setting. Fortunately, people can learn what is expected of them by doing their own research. Following are some common business situations and how one should act in each.

Business Calls

The telephone remains an essential communication tool and not simply for the ability to check emails and send texts. Speaking to someone over the phone remains the fastest, simplest and most personal way to connect with another person. However, a failure to use proper phone etiquette can have a negative impact on the outcome of the call.

Woman making a phone call and smilingRemain amiable and professional on all calls while following the rules of common courtesy. Never let a phone ring more than three times before answering to show the call is important to you. However, don’t pick up immediately either, as this can be disconcerting to the other person.

Smile when answering the phone, as this has a positive influence on your tone of voice. In addition, be sure to address the other party by name to show you value them as an individual. Talk slowly and clearly while keeping the phone approximately two inches away from the mouth to ensure you can be heard clearly and provide appropriate answers. Never use the phrase, “I don’t know”, as it’s best to reply that the matter needs to be looked into and a reply will be forthcoming. In the event the other party must be on hold, be sure to ask permission and check in regularly to let them know they haven’t been forgotten. That’s the key to business etiquette on the phone.

Business Emails

Emails today tend to be the preferred means of communication for many businesses. An email ensures all points are clearly stated in writing to avoid confusion. However, the use of email can also lead to issues that are often unforeseen.

First and foremost, make certain the subject line presents an accurate representation of the contents of the communication. Never leave this line blank or provide a generic description. Including a descriptive subject line increases the odds of the email being opened and read.

Laptop and email interfaceAlways include a salutation and a full signature. While the message is being delivered electronically, this does not mean any elements may be left out. The salutation serves as a greeting to the other person and the full signature ensures they know how to contact you in the event of a problem or if a question arises. There is no need for them to search for this information, as it is right in front of them. This will be appreciated by the recipient.

Refresh the reader’s memory regarding past communications. Don’t assume they have this information. By taking this simple step, you can avoid confusion and make certain the recipient doesn’t have to search through past communications to remember what has already been discussed.

Formal writing remains necessary in all business communications. A failure to use proper punctuation, for example, may lead the other part to believe you are lazy and careless. Nobody wants to leave others with this impression, so don’t become lenient in this area. Finally, proofread all communications before sending, as this step ensures the proper message is being delivered and the email is well crafted.

Business Letters

Business LetterTraditional business correspondence delivered via snail mail has become less popular today. However, there are times when a letter must be sent. As a result, every person in the business world must be aware of etiquette when crafting one of these documents.

First and foremost, every letter should have a purpose and this purpose needs to be clearly laid out in the communication. Remain on topic throughout the letter and ensure it is composed properly. Never make use of industry jargon either, as this may confuse the reader and lead to the intent of the letter being unclear.

Proofread the document and walk away. Take a break for a few hours and read it again to detect any readability issues, grammar issues, or misspellings. These are simply unacceptable in any formal communication also.

Finally, be sure to check the name and address on the envelope, as having internal information shared with the wrong person or business could be disastrous. Furthermore, this helps to ensure the right individual receives the letter and the message it conveys. Always take this step when postmarking the mail and again before sending to ensure no errors are present.

Meetings

One wrong move in a business meeting can be disastrous for a person’s career. It negatively reflects on their professionalism, regardless of whether they know they did anything wrong. To avoid a mistake of this type, always be aware of business meeting etiquette.

Hand shakeBe sure to use full names when introducing individuals. This information is of great help when two people try to connect at a later date. Having the other party’s last name makes it easier to locate the individual on professional networking sites such as LinkedIn.

Never fidget during a meeting and refrain from chewing gum or eating. Obviously, an exception to this is those times when a meal is being served. Otherwise, hold off on food and gum until a meal break is called.

Meetings take up a great deal of time. When participants ask numerous, lengthy questions or ask the same things again and again, it holds everyone up. Be sure to keep all questions short and to the point. When more clarification is needed, follow up with the individual at a later date via email or a private meeting.

Any time you are extending an invitation for a dinner meeting, be prepared to pay. The bill becomes the responsibility of the person who initiated the meeting, yet many seem unaware of this. Being aware of this prevents an awkward moment when the bill arrives.

Meals

Table perpared for dinnerAs mentioned above, a person who extends an invitation for a meal is expected to pay for this meal. However, this is only one of the many business meal etiquette rules one needs to remember. The key to a successful meal is to find a way to blend the social and personal aspects and many struggle with this. Following are some guidelines to help anyone navigate a meal of this type.

Be on time for the meal. While waiting for everyone to arrive, introduce yourself to any new faces and shake hands with them. Once this has been done, follow the lead of the host or hostess. They should always be the first to sit and place their napkin in their lap. Furthermore, follow their lead when ordering. Choose a meal that is similarly priced and don’t ask for any extras, such as appetizers or a dessert, unless they do.

The use of silverware during a business meal terrifies many, but it is part of a proper business etiquette. A good rule of thumb to remember is to use the silverware from the outer piece inward. For example, use the fork that is farthest left for the salad and the knife that is farthest right for the same. The knife and fork for use with dinner will be closest to the plate. Butter plates and knives are located above the forks while water and wine glasses are on the other side.

Stand to greet new arrivals, but never pull out a guest’s chair for them. This is not standard behavior for a business event. Don’t ask for detailed explanations of different dishes and cut food one or two bites at a time. Finally, avoid controversial topics and, if someone else brings them up, politely defer to the opinion of others. This helps to keep peace at the table.

Dress Etiquette

Appearance is of great importance in the business world. People often make judgments based on nothing more than how a person looks. Fortunately, a person can dress for success and influence the option of others.

Man in a suit, standing next to stairsKnow the dress code of the company and follow it. However, even if cutoff shorts and graphic tees are considered acceptable, the clothing should always be clean and fit properly. This includes the shoes which need to be neat and polished.

Reserve strong colognes and fragrances for after work occasions. If a scent is worn, ensure it is subtle. Allow others to remember you for your personality as opposed to the lingering smell you leave behind.

Accessories need to be wisely chosen, and this includes hosiery for women. Don’t wear any jewelry that makes noise when you move and avoid open toe shoes unless you have recently had a pedicure. Men need to make certain their facial hair is trimmed and tidy also.

 

A person may feel overwhelmed by the many rules and guidelines regarding business etiquette. Spend some time brushing up on this information before an event. If you are still concerned about behaving appropriately in different business settings, don’t hesitate to practice when out with friends or family. Explain what you are doing and why. Not only will this give you extra practice, they may also learn something new that will be of benefit to them. When this happens, everyone wins.

smart contract

Useful Etiquette Rules For Business Meetings

Many assume that proper etiquette is all about sending thank-you notes, using the right fork at mealtime and dressing appropriately. However, where the professional world is concerned, a person’s behavior and planning processes speak to their professionalism, and the smallest misstep can damage one’s career. Below are several business meeting etiquette rules to know and abide by.

Use Full Names During Pre-Meeting Introductions

Many people have difficulty associating names with faces, especially in the conference- and convention-filled business world where introductions are a daily occurrence. During business meetings, it’s important to use full names when making introductions. When clients know a person’s last name, it’s easier for them to make connections on LinkedIn and other professional-oriented social media sites.

Don’t Fidget

It’s natural to become a bit uncomfortable when sitting through a long meeting. However, crossing and uncrossing one’s legs can be distracting. Rather than fidgeting and shifting in a seat, meeting attendees should find a comfortable position and stick with it as long as possible.

Refrain From Eating or Chewing Gum

Every office worker has dealt with the smell of someone else’s food, which can make it hard to concentrate during a long meeting. Unless a business meeting is to be held over the course of a meal, attendees should avoid eating during that time.

Keep Questions Short and to the Point

Business meetings are the perfect time to bring up concerns and questions, and when the right people are there, good answers are more likely. However, if one’s inquiries have made the meeting run late, they’re wasting everyone’s time. Try to save important questions for the meeting and, if necessary, follow up with a post-meeting email.

At Dinner Meetings, the One Who Invites, Pays

No one likes the awkward process of splitting a dinner check, especially when answers come simply. If one invites colleagues or clients to a meeting, they pay for the meal. Regardless of whether it’s a coffee meeting or a full business dinner, the one who does the inviting pays the tab.

Use Email and Chat Functions Wisely

As risky as the function can be, it’s a useful way to relay important information before or after a meeting. For instance, let’s say that a colleague sends a group email asking for pre-meeting details. If one responds to only the original sender, everyone else is left unaware. Conversely, having one’s email inbox filled with useless, irrelevant group emails can be quite annoying. If details are sensitive or specific, be sure to remove those who don’t need such information. You should also follow certain rules on the telephone to ensure professional communication.

Keep Thank-Yous to a Minimum

While showing one’s appreciation is acceptable, excessive gratitude can seem insincere. At the close of a business meeting, one sincere, confident “thanks”, along with a firm handshake, is sufficient.

In Closing

In the business world, politeness and professionalism are about more than dotting I’s and crossing T’s. Proper business meeting etiquette, along with solid planning, can help make meetings more successful. If professionals follow these rules, they will find it easier to get ahead in their careers.