Business Etiquettes

10/21/2011 Garima Shekhar (Infraline Technologies Private Limited) 2

What should I
How should I be
order when
handling
lunching with a
business cards?
client?

What, exactly, am
How can I leave
I supposed to
behind a good
wear on dress-
first impression?
down day?

How do I handle
Whom should I
people who come
introduce first
across too strong
when in a group?
during meetings?


Initial Encounters

Dressing for Business

Correspondence

Phone impression

Cubical Protocol

Meetings

Dealing with VIP’s

Business Cards

Business Meals

Coping with Challenges


Making Initial Encounters work


Handshakes
and More

• Know whom to
introduce first
• Know the value
of a good hand
shake
• Avoid Social
Gaffe
• Use last name
unless invited to
do otherwise


Handling Attire Problems in the Workplace


Points to keep in mind:
Grooming Tips

Accessories:
Keep accessories to a tasteful
minimum. Avoid chintzy-looking
accessories.
Hair:
Should be clean and neat.
Shoes:
Should be in polished
condition. Make sure heels are
not worn.
Details:
No missing buttons, and don’t
forget to remove external tags
and tacking stitches from new
clothes.
Hands:
Clean fingernails.
Fit:
Clothes should be clean, neatly
pressed, and fit properly, neither
tight nor baggy.
Smell:
Perfume or cologne should be
used sparingly or not at all.

Business Casuals

•The “real “ definition of
business casuals is to
dress just one notch
down from what you
would normally wear on
A BUSINESS – ATTIRE
day
•Avoid jeans, worn,
wrinkled polo shirts,
sneakers, scuffed shoes,
and revealing blouses.

Putting it Down in Black & White


Brush up your English

1. Take care in
capitalizing names and
titles.
2. As much as possible,
use the active voice
(“John will write the
memo”) rather than
the passive voice (“The
memo will be written
byJohn”).
3. Write in complete
sentences that have a
subject and a verb.
4. Check your document
carefully for
punctuation.


• Avoid Typefaces
Your document • Keep it Formal
• Be consistent with formatting
should look crisp • Avoid cramming too much on a single page

• “Thanks for your quick response, Sarika.”
Humanize your • “I’ll be in my office today until 6 p.m.—but if you’d like to
visit by phone, call me at 011-46250007.”
message • “Call Mr Sharma and tell him to expect a price increase!”

• Get your emails read first
• Follow up on ‘special deliveries’ after you have made the
Emailing guarantee


E – mail only those
people to whom your
messages actually
pertain (rather than
entire address groups).

M –ake a point of
L – earn that e-mail responding to
should be used for messages
business rather promptly.
than personal use.

A – lways use spell-
I – nclude your check and grammar-
telephone number check before sending
in your messages. messages.


Making the Right Phone Impression


Call Etiquettes

•Ask before putting someone on
loudspeaker or conference.
•Plan the call before you make it—rather
than improvising on the line.
•Make sure you have close at hand all the
information and resources you’ll need.
•Avoid calling when you know your client or
contact is likely to feel overwhelmed.
•Come up for air once in a while during the
conversation. If you’re going to hold a
monologue, why call the person in the first
place?
•Take careful notes during the conversation,
so that your customer doesn’t have to
repeat remarks or provide important
information twice.


Functioning Well Inside & Outside the Office


• Do not interrupt someone who is on the telephone by using
sign language or another means of communication

• When you must interrupt a person who appears to be deep in
thought, say, “Excuse me. Do you have a minute for me?”

• Do not discuss a confidential matter in a cubicle setting

• Keep snacking to a minimum. (Your cubicle should not look
or smell like a minicafeteria.)

• Keep it neat and orderly.


Getting it All Together


 Never arrive too early for a meeting
 Know what to do when you are going to be late.
 Apologize when you miss a meeting
 Handle attacks during the meeting with grace
 ‘Five pennies in the pocket’ rule
 Stop stepping on other people’s sentences


 Look for a mix of well-known  If you have a panel on stage,
speakers that draw crowds and prepare the panel members
unknown but brilliant minds that before the event.
can surprise people and give them  The time flow is crucial, avoid
unexpected insights.
 Plan carefully beforehand how you interruptions.
can provide your audience with  Encourage questions from the
concrete value to take home from audience, but moderate it well.
the event  Invite a couple of interesting
 Put the audience as close as thinkers in the audience
possible to the stage and make  Don’t let the speakers use any
sure the audience is also well lit,in acronyms.
order to facilitate two-way  Don’t allow anyone in the
communication. audience to ask more than one
 Be fanatic about keeping the time
schedule. question at the time.
 Use big name badges.  Don’t allow the audience to
 Display the name and pose long-winding comments
organisation of the speaker during or questions
the talk.


Dealing With Key Decision Makers


 Ask the right
questions.
 Mirror the
person’s favourite
communication
format.
 Stay away from
wishy-washy
words when
you’re giving a
presentation or
making a speech.
 Use brief notes or
e-mail to
preschedule
small chunks of
time with your
boss.


An Important Tool


 Never leave home without them
 Use proper business card etiquette
 Place yourself at the right place at the right time
 Use "In Your Face" follow up
 Brand yourself with a slogan


Food for Thought


 Etiquette is all about other people. The whole point is not to make
others feel uncomfortable. Be gracious and open, not uptight.
Dress appropriately.
 Wait until everyone at your table is served before you begin
eating.
 Generally, pass items to your left. Unless something is right in
front of you, ask that it be passed to you. Always pass the salt &
pepper together.
 Turn your cell phone off! If it rings audibly, reject the call,
apologize and turn off the ringer.
 As to alcohol: Follow the lead of your host (although never in a job
interview!) and don’t exceed your personal limits.
 All done? Imagine your plate is a clock. Lay your knife & fork
across your plate at the 4:00 position, with the knife & fork (tines
up) pointing to 10:00. Fold your napkin and place it to the left of
your plate.


 Never order for your business associate. When
the waiter arrives at the table defer to your
associate and let them order first.
 In a business setting, tipping is not optional.
Consider tipping mandatory when it comes to
business entertaining expenses. Even if service is
substandard still leave at least some tip.
 Treat restaurants as an extension of your office
and the restaurant staff with the same respect
and courtesy you would give to your own
employees.


If you invite someone to
lunch or dinner to discuss
business you should always
pay.
If an associate invites you to
discuss giving you their
business or investing in yours,
you should at least offer to pay
the bill.
If the associates says they will
pay, you should offer to at least
pay your half and just leave it at
that.
Never fight over a bill if
someone else offers to pay; you
can counter once, and then
after that simply thank the
person paying for the
generosity and offer to pick up
the tab the next time.


Business Etiquettes

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