Latest "Business Etiquette" Posts
February 16, 2012
Showing up for a job interview without preparation is like showing up for a final exam without studying!
To provide a positive first impression—and ace your job interview—there are a few things you can do BEFORE the big day.
- Do your research. Find out everything you can about the organization where you’re interviewing. Combine that with the type of position you’re applying for within the company. Don’t be caught off guard if asked: What do you know about our company? (What they really want to know is: Did you prepare for this job interview by doing some research about us?)
- If you plan to bring your portfolio, or any other information, take time to organize it well before you leave the house. You don’t want to appear disorganized by having to flip through documents to find a copy of your resume or examples of your work.
- A day or two before your scheduled interview, scope our your interview location. Determine how long it will take you to get there on the day of your interview. Take into considerations things such as traffic flow for that time of day, construction detours, and anything else that may delay you. Everything you do and say at your interview is being reviewed—and your first test is to see if you show up on time.
- If you carry a puse, make sure it’s well organized. That way if you’re asked for additional information during the interview, you can retrieve it quickly and easily.
- Make sure your clothing is clean and doesn’t need repair (and that it fits properly!). Avoid flashy jewelry. Keep it simple. Many people make the mistake in thinking that no one will notice the small details. People do, especially when it’s their job to assess you to see if you’re a good fit for their company.
Have you interviewed for a job recently? Or are you a hiring manager who has some interview tips to share? We’d love to hear from you! Post in the comments below!
For additional interview etiquette tips, read “Outclass the Competition with Simple Interview Etiquette.“
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Posted by Margaret in Business Etiquette and tagged business etiquette tips, job interview
February 10, 2012
With mobile technology today, it’s easy to scan an email, click “reply,” and send off a quick response without giving much thought to what you’ve written. And that can be dangerous.
When it comes to business communication—regardless of the mode of delivery—professionalism and courtesy should always be the first rule of thumb.
Here are some ways you can perfect your email etiquette to ensure you’re sending the “right” message:
Be clear in the subject line. The subject line should be a summary of the email message. Be clear and concise in the description. If you are emailing the same recipient on multiple topics, separate the emails by topic so the recipient can easily follow the trail of responses back and forth.
Keep the message brief and to the point. Your message should be brief and to the point, but not so slight that the message is lost. If the email includes several “back-and-forth” communications, delete irrelevant text so that no one has to scroll through a lengthy email to get the message. Keep only what is relevant to the conversation.
Avoid shortcuts and emoticons (use real words). As texting is becoming a popular way to communicate, you might find yourself tempted to use shortcuts in your email. Don’t do it! “The proposal looks ‘Gr8’” is not an acceptable response in business. And smiley faces might be nice to include in your personal email, but it makes your business communication look less than professional. If you wouldn’t use it in a written letter, don’t use it in a business email. J
Refrain from one-line responses. Not every email needs a response. Sending an email with a “Thanks!” or “Okay,” is unnecessary. If you don’t anticipate a response, you can also put “No Response Necessary” in the subject line of your email.
Don’t yell! Most people know this, but as a refresher: DON’T USE ALL CAPITAL LETTERS OR OVERSIZED FONTS (greater than 12 pts) in your business emails. The recipient will feel as though they are being yelled at.
Don’t Reply to All unless necessary. Be certain that “reply all” is appropriate. Does everyone on the original thread need to see the response? Our inboxes are already overflowing with email—think twice before sending a reply to everyone.
Follow the rules. As with any written communication for business, use grammar and punctuation in a normal manner.
Breathe and proofread. Have you ever received an email that just made you angry? And in the heat of the moment, you sent off a quick (and-maybe-not-so-nice) reply, without really thinking? When you receive an email that “sounds” confrontational, breathe and think carefully before you fire off a reply. When you’re finished crafting your response, proofread it one last time to be sure you are responding in a professional manner. The danger with email communications is that we can’t hear tone—and oftentimes, communications are misconstrued. Don’t assume. You know what happens then…
Respond promptly
Even if you cannot yet provide an answer, replying to someone’s e-mail within 24 hours lets the sender know that you received it. Sending immediate responses also keeps you organized and up to date on your e- mail correspondence.
Close with courtesy. Think letterhead here. Your signature should include your name and contact information—but should always close with courtesy. Something to the effect of “Sincerely,” or “All the best,” or “Thank you” works!
Even with the evolution of digital communication (and maybe even because of it), I still believe that the way we communicate with people sends a clear message.
What do you think?
“There are four ways, and only four ways, in which we have contact with the world. We are evaluated and classified by these four contacts: what we do, how we look, what we say, and how we say it.” Dale Carnegie
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Posted by Margaret in Business Etiquette
February 3, 2012
There are few situations that will make people squirm more than running into someone they know, and have met several times, and drawing a blank on their name.
If this has happened to you, rest assured, you’re not alone. Remembering names is something many people struggle with—and yet it’s one of the most important things you can do to connect with others. Being able to use someone’s name (and pronounce it correctly) can set you apart and show you are interested in them.
So how do you remember names when you’re introduced to dozens of people at a function or business meeting?
Start with these five tips to remembering names and you will be in great shape!
- Pay attention. First and foremost, pay attention when you meet someone. Really listen to their name and how it is pronounced. Often, when we meet someone, there is a lack of focus on what is important—such as the person’s name. We can be so busy thinking of what they are going to say AFTER the greeting, we totally miss the important details.
- Repeat the person’s name. When introduced, repeat the person’s name out loud. For example, “It’s wonderful to meet you, Tzaddi.” Use the person’s name during conversation. This will reinforce your memory, as well as make that person feel important.
- Remember a unique detail about the person. Many of us are visual learners, so associating something physical with a person will help us remember. Laura has brilliant green eyes, the greenest you’ve ever seen. Tuck that detail away, associated with her name. The next time you see Laura, you’ll notice her green eyes and it will help you recall her name.
- Repeat the name to yourself. If you’ve just met a group of people, and now you’ve stepped away, look toward the group and quietly repeat their names to yourself.
- Write the name down as soon as you can. If you are not presented with a business card, write the name down as soon as you can in a notebook or journal. This will provide a good reminder for future meetings.
You can master the name game! Once you make this a priority, it will become a habit that will put you miles ahead of the competition.
“A person’s name is to him or her the sweetest and most important sound in any language.” ~ Dale Carnegie.
Don’t miss next week’s blog post. We’re talking about business email etiquette. Subscribe to the blog to get the latest etiquette tips delivered to your mailbox!
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Posted by Margaret in Business Etiquette and tagged networking etiquette, how to remember names
January 12, 2012
Make no mistake, etiquette is as important in business as it is in everyday life. Knowing how to present yourself with a positive professional image will give you the ability to set yourself apart from your peers, and excel in business.
Sometimes it can be the little things that you do—or don’t do—that can make or break your career.
Here are my picks for the top five business etiquette faux pas (and how you can avoid them):
- Taking calls or texting while in conversation with others. When engaged in a conversation, turn your cell phone off—or put it on vibrate. If you must take a call, excuse yourself and find a quiet place to talk, away from everyone.
- Not being fully present to conversations. Stay engaged when talking with someone. In person, always use direct eye contact when speaking with people. When on a call, avoid the temptation to check email!
- Bad mouthing others. This should really go without saying, but unfortunately we know it happens all the time. In the words of Eleanor Roosevelt: “Great minds discuss ideas; average minds discuss events; small minds discuss people.”
- Arriving late for a meeting. Punctuality is a must! Being tardy tells others that you don’t value their time, and that other things are more important to you than they are. Make a conscious decision to stay on schedule. Set a reminder on your calendar, or your smartphone, to alert you in plenty of time to arrive at the meeting on schedule.
- Making excuses for not living up to your commitments. Honor your commitments. When people know you will do what you say, when you say it, you will gain trust—and be successful. Avoid the stress, and embarrassment of failing to keep your commitments by assessing your ability to complete a task BEFORE you take it on.
What’s the biggest etiquette faux pas you’ve encountered? Share in the comments below!
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Posted by Margaret in Business Etiquette and tagged business etiquette, business etiquette tips
November 28, 2011
With the holiday season fast approaching, it’s likely you’ll be attending more social functions than any other time of year. And many of those social gatherings will include business colleagues, executives, and clients—and your supervisor. One of the key things to remember when attending a business function—especially as the holiday festivities kick into high gear and everyone is in the spirit of the season—is that “it’s still business.” How you present yourself at these out-of-office functions is a direct reflection on you—even when there’s champagne flowing and Christmas carols playing in the background.
Here are a few business dining and entertaining etiquette tips to help keep you on track:
- Dress for success
- Arrive on time
- Wear a smile
- Handshakes matter
- Introduce yourself to others
- Be a good listener
- Ask others about themselves
- Good mouth others
- Remember the platinum rule – “Treat others as they would like to be treated”
- Be gracious and send a thank you note
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Posted by Margaret in Business Etiquette and tagged business etiquette tips for holidays
September 19, 2011
Whether or not you are successful as a guest at a cocktail party is largely a matter of choice. These choices include the effort you put into preparing for the party; researching who will be in attendance; and what you will be doing at the party. These choices make an incredible difference to how you are perceived and received. Knowing key distinctions in the area of cocktail etiquette could mean the difference between being in the winning circle or looking in from the outside. Take a cue from role models Sarah and Nick…
Sarah RSVPs within 24 hours of receiving her invitation. The day before the party she picks out her clothes. As this is a business function, she decides on a classic black dress, not too flirty but one that shows a bit of panache.
She feels relaxed on the day of the party because she did her research. This will help with small talk and business networking. She knows the type of guests that will be in attendance, why she was invited and what opportunities she has to network on her company’s behalf.
Sarah arrives at the party on time and while there, she eats lightly and limits herself to just one drink. Her goal is to “schmooze” gracefully. She holds a glass of white wine by the stem in her left hand so that her right hand is free to shake hands and greet others.
This partygoer is graceful and this demonstrates confidence – both business and social. She understands that guests are supposed to mix and mingle and she does so with aplomb. She stays long enough to make the contacts that she intended to make, but not too long as to overstay her welcome. She remembers to say “goodbye” and thanks the host twice: once at the party and once more in a handwritten thank you note, delivered within 24 hours of the party.
Sarah made a great impression on the other guests. Her refined conduct and networking ability helped her to make some excellent business contacts. These contacts are important for developing new business relationships and nurturing additional business opportunities.
Nick was at the same party. He arrived late, and turned some partygoers off with his loud clothes and even louder demeanor. He brought a date and camped out near the food and drink table. He even asked the house staff for a special request.
Everyone remembered him as the loud guy who drank too much. Months later he solicited a potential client who also happened to be at that party. The guest remembered Nick for all the wrong reasons. When Nick contacted him about new business, he responded, “I believe that quality in everything ultimately always costs less. You should have worked on the quality of your manners at the party. I’ve decided to go with another company…”
The golden nugget is this: Do not underestimate how powerful a good image can Whether it’s in the way you dress, how you hold yourself, what you do and do not do—it matters. And also do not underestimate what a poor image—coupled with poor manners–can do to hamper your business efforts.
Let your winning strategy sparkle at any cocktail party by having impeccable manners. The choice to shine, or not, is yours!
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Posted by Margaret in Business Etiquette and tagged party etiquette
July 11, 2011
Even with all of the new ways to communicate these days, the telephone is still a primary means of communication in business. Good telephone etiquette will always be a crucial element to winning customers and building business relationships.
The way that you answer a business call will form your customer’s first impression of you and your business.
Here are a few telephone answering tips to ensure that you’re presenting yourself—and your business–in a professional manner, all the time!
- Always answer a call promptly—at least by the third ring.
- Answer the phone in a professional and pleasant manner, and with a smile. Be enthusiastic. People can feel it or hear it on the other end.
- When answering an office phone, welcome callers by introducing yourself and your organization. For instance, ““Hello, Etiquette Page Enterprises, Margaret speaking. How may I help you?” If you’re answering a personal cell phone, a simple, “Good morning, this is Margaret,” is appropriate.
- Speak slowly and clearly when answering the phone so that the caller can understand you. Keep your voice at a moderate level. No one likes to be yelled at.
- If you’re answering a phone with multiple lines, be sure to ask the caller if it’s all right for you to place him on hold BEFORE you do so. Provide callers who are on hold with an update every 30 to 45 seconds and offer them choices if possible. “That line is busy, would you like to continue to hold or would you like to leave a message for Ms. Friesen?”
- Don’t use speakerphone to answer an incoming call. This could give the caller the immediate impression that you’re not full engaged with them.
- If you use an answering machine to catch those calls you can’t get to, make certain that you record a professional message that includes an introduction (just as if you were answering the phone). This will ensure that the caller knows he has reached the right person and avoid any confusion. Provide any other pertinent information that you feel would be useful to callers. For example: If you leaving for a vacation, update your message to include this information, along with the date you will be returning.
Good telephone manners go a long way. Following these few tips will ensure that you leave a positive impression with business contacts (so that they call back!)
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Posted by Margaret in Business Etiquette and tagged business etiquette, telephone etiquette, etiquette tips, cell phones, good manners
June 23, 2011
We are getting ready to release our new business etiquette e-book, but we are struggling with a catchy title. Would love to hear your suggestions!
Vote for your favorite title in our poll below–and if you can come up with an even better title, you could win $100!
To enter the “Help us name our e-book contest,” simply share your title idea in the comments below. But hurry, we’re closing entries on Sunday, June 26! If we pick your title for the e-book, you’ll receive a $100 Visa Gift Card.
The winning entry will be announced Monday, June 27 on our Facebook page (so be sure to drop by and “LIKE” us!).
Time is short so hurry!
[polldaddy poll=5167231]
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Posted by Margaret in Business Etiquette and tagged business etiquette, etiquette contest, etiquette ebook
May 22, 2011
In today’s hurried culture, e-mail can seem like a quick way to communicate your message, but if you don’t take the time to follow the basics, you might end up shooting yourself in the foot (in a business sense, of course). One misconstrued message, sent via iPhone while running from one meeting to another could affect a business relationship.
Here a few reminders to help you keep your digital communication etiquette in check:
- Thou shall use e-mail to convey only ideas and factual or logistical information, not emotions. To express emotions and sentiment, take time for a one-on-one meeting or telephone conversation rather than sending an e-mail. The sound, tone, timber, and quality of your voice will help to better communicate your message and avoid misunderstandings.
- Thou shall write the topic of your message on the reference or subject line. Always write a succinct, accurate description of what recipients can expect in the body of your e- mail in the subject line. It helps them prioritize their messages and quickly sort them for future reference. It also allows them to easily follow the trail of responses back and forth. If you correspond with the same people on multiple subjects, separate the e- mails by the appropriate topic clearly stated in the reference line.
- Thou shall address the e-mail using the name of the intended person. Have you ever received a personal e-mail note destined for someone else? I did—and it was a love note that made me blush! I read half of it and realized it wasn’t meant for me. Since then, I’m never sure I’m the intended recipient unless I see my name at the top.
Don’t muddy your messages; always address the recipient by name.
- Thou shall use “blind copy” for e-mails sent to groups. Avoid sharing names of the whole group via e-mail unless it’s a small, closed group such as a Board of Directors or a Club and you know members have previously been given the list of names and e-mail addresses. E-mail addresses should be kept private.
- Thou shall never ever forward a chain letter that states if you do or don’t do something within a certain time, your life will forever be changed. It’s nice to create change for someone but not by using threats. If you really must send the letter to others, remove the threatening language. If you don’t, you will be excommunicated from the hall of good manners.
- Thou shall use “delivery receipt notification” only when it’s imperative that you know if the intended recipient received it. Don’t create a need to send any unnecessary e-mail by using this tool. It can annoy people.
- Thou shall use capitalization, upper and lower case, and proper punctuation in e-mails as in all other written communications. Studies have proven that if people read text written in all capital or all lower case letters, it takes much longer to read and understand a message. Use a standard way of writing.
- Thou shall close your e-mail message with heartfelt words that show that the sender is fully present. Don’t just rely on your automated signature line to close your e-mail. Let your recipients know that, indeed, a real person is sending them a message.
- Thou shall proofread your e-mail messages before sending them. Although e-mail can be an informal way to communicate with people, it’s always a good habit to use spell-check and read through your note before hitting “send” so that the message is clear. Sometimes just one missing word can make a difference. “I love your work,” and “I loathe your work,” clearly mean two very different things.
- Thou shall respond to e-mails within 24 hours. Even if you cannot yet provide an answer, replying to someone’s e-mail within a day lets the sender knows you received it. Sending immediate responses also keeps you organized and up to date on your e- mail correspondence.
Do you have an e-mail etiquette tips you’d like to share?
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Posted by Margaret in Business Etiquette, Etiquette Tips and tagged business etiquette, etiquette tips, email etiquette
April 26, 2011
In the “real” world, would you randomly approach an acquaintance and ask them for a favor? Consistently talk about yourself without any regard for others around you? Jump into a conversation with strangers without introducing yourself? Accept a gift without saying “thank you”?
The same rules apply to social media etiquette as they would in real relationships. (And if you answered “yes” to any of the above questions, you might need to brush up on your social skills – both online AND offline!).
Here are a few social media etiquette tips, for Facebook and Twitter, that will not only save you from experiencing a “foot-in-mouth” situation, but will also help you understand some of the rules of engagement in this new world of social media.
Facebook Do’s and Don’ts
Do:
- When sending a friend request, include a personal message of introduction.
- Be a “real” person on Facebook. It is about sharing who you are and what you do, but your personal page should be personal.
- Acknowledge when someone posts on your wall. It’s a conversation.
- Post on your friends’ walls. Stay engaged.
Don’t:
- Don’t bombard your friends with group invites—Ask once. Move on.
- Don’t use your personal page as a platform to sell your latest gadgets. If you’re using it for business, be transparent about it – set up a fan page and let your friends decide if they want to join.
- Don’t use profanity on your wall. If it’s not something you’d want your kids or your grandmother to see – don’t post it!
- Don’t tag people in unflatter pictures. Think before you tag. This is definitely one of those “Do unto others…” type things.
Twitter Do’s and Don’ts
Do:
- Update your profile with your personal information, and a profile picture. Think of it as your business card.
- Acknowledge when someone retweets your tweet or mentions you. It’s the “Twitter” way of showing gratitude.
- Promote yourself. But mix it up. Share interesting articles, competitor’s links even. Keep it interesting.
Don’t:
- Follow everyone and anyone – or use an automated tool—just to raise your # of followers.
- Don’t use profanity. Again, a no-brainer here. It’s just in bad taste, online or offline.
- Don’t tweet just to tweet. If you don’t have anything to say…don’t say anything.
Remember, every time you submit a comment on a blog, tweet about your new product, or share a link on Facebook, you’re leaving your signature. It tells people who you are. Behind the computer screens are real people who will form an opinion about who you are – and whether they want to do business with you – through all those random posts and tweets. And it’s permanent.
So, before you hit “send” or “tweet,” think about how it will reflect your identity.
Speaking of social media, it wouldn’t be good “etiquette” if I didn’t invite you to connect with me. You can follow me on Twitter, “Like” me on Facebook, and I’d love to connect on LinkedIn. See you there!
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Posted by Margaret in Business Etiquette and tagged etiquette tips, Facebook etiquette, guide to social media etiquette, social media etiquette, social media manners, Twitter etiquette
Showing up for a job interview without preparation is like showing up for a final exam without studying!
