When it comes to professional business etiquette, sometimes we need some reminding. Especially in the case of professional social situations, you may not know what is appropriate versus inappropriate. To save yourself from any embarrassment or awkward moments, check out these top tips from Barbara Patcher, author of “The Essentials of Business Etiquette.”
- Stand when you are being introduced to someone
You want to make your presence known and standing can help convey that. If you are in the middle of something or caught off guard, make it a point to lean forward to indicate that you would stand if you could.
- Always say your full name.
Using your full name can help people remember you. When introducing yourself, use your full name, but also be conscious of how others would like to be introduced. If you have a long name or a name that is hard to pronounce, you should consider shortening it, or writing down the proper pronunciation on a business card and give that out.
- Always initiate the hand-shake if you are the higher-ranking person or host.
Regardless of gender, the host or higher-ranking person should always extend the hand first. If this person fails to do so immediately, the other person should extend their hand. Whoever initiates it, the handshake should always happen. Because the handshake is the standard business greeting in the US, a proper handshake will leave the impression that you mean business.
- Dress appropriately.
Your clothing is an important form of noverbal communication. What you choose to wear can either enhance your professional reputation or detract from your credibility. Figure out what the dress code is before you attend any events or meetings and be sure your attire falls within those standards.
- Only say “thank you” once or twice during conversation.
Saying “thank you” repeatedly can dilute its impact and meaning and may convey you as somewhat helpless and needy.
- Send separate thank-you notes to everyone involved.
Thank-you notes should be sent within 24 hours and should be sent to each individual you want to thank. If you are debating between email and handwritten notes, keep in mind that the latter may take days to get to its destination, whereas the former is more immediate. If the hiring decision is being made quickly, email may work to your advantage.
- Leave your phone in your pocket.
No matter how slick you think you might be, everyone can tell you’re on your phone. So when you go to important meetings or conferences, your phone is better left in your pocket. Do not place your phone on the table when you meet with someone. This tells the person you are ready to drop everything if the phone rings.
- Use professional head shots.
You want to use professionally appropriate photos for LinkedIn and other professional sites. Headshots that highlight your head and face and part of your chest and shoulders are recommended.
- Use a professional email address.
It is best to use your company email address is possible. If you prefer to use a personal account, whether self-employed or for work-related correspondences, make sure it is appropriate. Your email address should convey your name so that your recipient can identify who is sending the email. Avoid any old email addresses from your younger days that are inappropriate for business.
- Always double check that you have selected the correct email recipient.
It is very easy to select the wrong name, so pay close attention when you type in the email recipient. You may also want to save this task for last, to avoid sending emails before they are ready.
- Use professional email salutations.
Avoid using laid-back, colloquial expressions (ex. “Hey you guys,” “Yo,” “Hi folks”) in business related correspondence. It is better to use “Hi” or “Hello.” And, in regards to greeting people, avoid shortening anyone’s name, unless you are certain that the person prefers it.
- If you forget someone’s name, admit it.
Everyone has been guilty of it at one point or another, so address your memory lapse in a polite manner. You can say something like, “I’m so sorry. I have forgotten your name.” Or, “Your face seems so familiar; I just can’t recall your name.”
- Greet people at work.
Always say “hello” and “good morning” to people you know and don’t know. And if someone says “hello” to you, be sure to respond. To build rapport and a good relationship with your coworkers, it’s best to be polite in the workplace.
- Keep your fingers together when you point.
If you need to point, do so with an open palm and keep your fingers together. Pointing with your index finger only appears aggressive.
- Don’t be late.
Being punctual is ever important. Showing up late wastes other people’s time and makes you look unprofessional. If a situation is out of your control and causes you to be late, inform the people you are meeting. Send an email or a quick call to update them on your ETA, apologize, and briefly explain the situation. When you arrive, get straight to business to avoid wasting any more time.
- Never pull out someone’s chair for them.
Feel free to open a door for your guest, but never pull out a chair for your guest, regardless of their gender. In business settings, it is better to leave social gender rules out.
- Always break bread with your hands.
According to Patcher, you should never use your knife to cut your rolls at a business dinner. Instead, break your roll in half, break off one piece at a time, and butter the pieces as you eat.
- Don’t order anything too expensive.
Ordering something expensive can make it seem like you are taking advantage of your host. If your host makes recommendations, you can choose from those, but you may still want to avoid ordering the most expensive of those options. And you may want to avoid ordering any specials as they are often priced higher than regular menu items.
- Know where to find plates and silverware.
Remember that “left” has four letters, and “right” has five. Things with four letters (ex. food, fork) will be the left of your plate, while things with five letters (ex. drink, glass, spoon) will be found on the right. You can also try to remember that “BMW” stands for “bread, meal, water.”
- Order the same amount as your guest/host.
If your guest or host orders an appetizer or dessert, you should order one, too, so that they are not eating a course alone.
- Never ask for a to-go box.
Reserve doggie bags for family dinners, not professional occasions.
- Remember the host should always pay.
The host (the person who did the inviting) should always pay, regardless of the gender. To avoid potential conflict, the host may excuse him or herself from the table and pay the bill away from the guests. If a guest insists on paying, you may try to explain that it is the firm paying. If the guest persists despite your best efforts, it is wise to avoid a fight over the bill and let the guest pay.
- Stay sober.
Plain and simple – do not get drunk at business-social events. Jobs have been lost and careers ruined because of inappropriate, drunken behaviors. If you are going to have a drink, order one that you do not like and nurse it all evening to stay on the safe side.
- Prepare a polite exit.
When you are making an exit, you should be the one talking. If you are talking, you are in control, which makes for a much smoother exit. You can use lines such as “Nice to meet you” or “Nice talking to you” or “See you next week at the meeting.” You can also excuse yourself for a bathroom break, to get food, or to catch someone before they leave.
Do you have any etiquette tips of your own to share? Connect with us on Facebook, Google+, Twitter, and Pinterest.
If you are looking for excellent prices on new and refurbished telephone equipment and business phone systems, please visit Startechtel.com. For questions, assistance, or to order over the phone, please call 1-800-564-8045.