Setting a professional tone with co-workers, clients and customers
For organizations and employees alike,
recognizing the critical link between business protocol and profit is key to
your success. Learn how to confidently interact with colleagues in ways that
make you and your whole organization shine with this special report, 14 Tips on Business Etiquette:
Setting a professional tone with co-workers, clients and customers.
Discover best practices on making proper
introductions; cubicle etiquette; “casual dress” rules; handshake protocol;
guest etiquette; workplace behavior faux pas; business dining etiquette, office
wedding invites and other co-worker special occasions; business letter and
email protocol—and even how your office decorations may affect your professional
image.
14 Tips on Business Etiquette also presents real-life etiquette
questions answered by “America’s foremost authority on manners,” Letitia
Baldrige. And you’ll learn tips on how to finesse awkward, embarrassing
situations at work, courtesy of the great-grandson of Emily Post, etiquette
expert Peter Post.
BUSINESS ETIQUETTE TIP #1
CUBICLE ETIQUETTE: 8 CLOSE-QUARTERS RULES
Open office spaces, where most people work
without doors, encourage teamwork and creativity. But they also mean working
closely with others—sometimes too close for comfort.
Even if there aren’t four walls and a door
marking the area, you need to respect everyone else’s work space. Eight
etiquette rules:
1.
Don’t “prairie dog.” Walk around the partition to see a neighbor, instead of
popping your head over the top. And as you walk down the passageways, don’t
peek into each workstation.
2.
Pretend that workstations have walls. Don’t barge into a work area that has no door.
Lightly tap on the wall near the opening or say “Excuse me” to announce your
arrival. Never assume it’s OK to enter someone’s work space unless he or she
signals you to do so
3.
Allow co-workers to complete calls. Don’t try to interrupt with sign language
or lurk just outside the cubicle. Drop a note on the desk or return later.
4.
Grant your neighbors private time. Stagger lunch breaks to provide everyone
a few minutes alone at their desks.
5.
Move conversations from hallways. Lead the group you’re talking with to a
conference room or other common area so you don’t disturb co-workers who are
trying to concentrate.
6.
Don’t chime in to conversations you hear over the wall. Whether it’s a work
question you can answer or a private conversation you’d rather not hear, ignore
comments that aren’t directed at you.
7.
Keep lunch in the kitchen. Or, when you absolutely can’t leave your desk for a
meal, choose foods without strong odors, and dispose of your trash in the kitchen,
not in your own wastebasket.
8.
Turn down the volume. Mute any sound effects on a screensaver, set your
phone ringer on low (and send callers directly to voice mail when you won’t be
able to answer), set your personal cell phone to silent mode and minimize the
volume of any computer alarms.
BUSINESS ETIQUETTE TIP #2
'CASUAL DRESS' ETIQUETTE: DEMYSTIFY YOUR
EVENT'S DRESS CODE
Casual. Corporate casual. Business casual. Smart casual. Resort casual. Don’t leave meeting attendees baffled about your
event’s dress code.
Explain what you mean by “business casual” or
“corporate casual,” etc. with examples of appropriate attire for men and women.
One event’s “resort casual” encouraged wearing jeans, while another explained
that shorts were acceptable, but not denim or cutoffs.
Strike the right tone in offering your advice to
attendees, whether it’s a formal “suits are not appropriate” or a friendly
“leave your ties at home!”
If you will be attending a meeting where the
dress code is unclear, conduct casual research: Contact someone in the host
organization, talk with previous attendees to learn what people really wear
(ties are encouraged, but no one wears one) or seek the advice of experts at a
clothing shop that caters to business people.
BUSINESS ETIQUETTE TIP #3
HOW TO FINESSE AWKWARD, EMBARRASSING
SITUATIONS
Knowing whether or not to tell your CEO that he
has spinach stuck in his teeth is one sure test of your business etiquette
skills. (Answer: Tell him, but discreetly.)
How would you handle the two difficult or
embarrassing situations below?
Situation 1. You find a personal—and potentially
embarrassing—document left behind on the photocopier.
Solution: Normally, you’d put forgotten pages in a tray
beside the copier, for people to claim later. In this case, though, deliver the
document in person, advises Peter Post, author of The Etiquette Advantage in
Business and great-grandson of Emily Post.
And don’t peruse its contents. “Save the person
any worry,” writes Post, “by volunteering: ‘I didn’t read this when I opened
the copier lid, but I could tell it was private and thought I’d drop it by.’”
Situation 2. The boss is expecting a visitor any moment,
and you notice his fly is open. You wonder whether you should tell him or just
hope someone else does.
Solution: If you’re a man, tell him. If you’re a woman,
ask one of the guys in the office to let him know.
Office etiquette no-no’s: The
top annoying behaviors
Showing consideration for your co-workers
isn’t merely polite. Those surveyed for the staffing firm Office Angels said
they’re more likely to help considerate co-workers, and that those colleagues
are more deserving of promotion than annoying office mates.
The top irritating behaviors cited:
·
Receiving email from
someone sitting 3 feet away.
·
Listening to voice mail
over a speakerphone.
·
Swearing at the
computer.
·
Playing music a
co-worker doesn’t like
Noise created by technology topped annoyances
that ranked high just a few years ago, such as leaving the photocopier with a
jam or gossiping.
Don’t dismiss the impact of annoying habits:
More than a third of office workers say they’ve considered switching jobs to
escape the irritation.
BUSINESS ETIQUETTE TIP #4
HANDSHAKE ETIQUETTE: SETTING THE STAGE
FOR INSTANT RAPPORT
A good, well-timed handshake to pair with your
smile is a sure way to stand out, whether you’re at the company picnic or an
industry conference.
Here’s how important it is: A prospective employee with the best
handshake is more likely to get the job, research shows.
Even if you’re not a job-seeker, a good
handshake will grant you instant rapport when meeting someone new. With that in
mind, here’s a refresher course on the business protocol of the perfect
handshake:
§ Focus on the person you’re shaking hands with.
Look directly into the person’s eyes during the handshake.
§ Keep your grip firm and assertive but not too
tight. General rule of thumb: Grasp as tightly as the other person does.
§ Two up-and-down pumps are adequate. The shake
should last about three seconds.
§ Two-handed handshakes are a sign of real
affection, so steer clear of them when meeting new people.
§ Be ready to shake hands, regardless of your
gender or the other person’s. He or she will remember that you extended your
hand first.ETIQUETTE TIP #5
JOB ETIQUETTE: WHEN A CO-WORKER GETS THE
PINK SLIP
Your friend at work gets handed a pink slip, and
now you feel awkward. So awkward, in fact, that you’re tempted to do nothing.
But that’s the last thing you should do.
Here’s how to deal with the situation:
React quickly, or risk
appearing insensitive. Even
if you can say only, “I’m sorry. And I don’t know what to say.”
Steer clear of downplaying or
saying anything inauthentic. Avoid saying things like, “This place is going down the
tubes” or “I know how you feel.”
Set up a gathering, once the
initial shock has faded. Make
it just the two of you or invite others, so you have time to say goodbye
outside the office. Keep it focused on the person, and “understand that some
things are out of our control,” advises psychologist Kenneth E. Reinhard.
Avoid morphing into a self-help
book. You don’t need to
have all the answers, so keep it simple. “You want to say that you’re feeling
for them right now, but keep it simple,” Reinhard says. “You don’t have to do
much more than be an outlet.”
Don’t indulge in office gossip. If you get together with your buddy
post-layoff, steer the conversation away from sour office topics, such as who
might be laid off next. “You’re preventing that person from moving on,”
Reinhard says.
— Adapted from “Coping When a Close Co-Worker Is
Laid Off,” Kayleen Schaefer, The Wall Street Journal
BUSINESS ETIQUETTE TIP #6
GUEST ETIQUETTE: ROLL OUT THE RED CARPET
FOR VISITORS
When a VIP comes to your office, how do you dole
out extra-special treatment?
Being friendly and responsive is the key to
treating VIPs well, says Peter Post.
Here’s Post’s advice on how to do that:
Greet VIPs by name. “There’s something so powerful about using
somebody’s name when you greet them,” Post says. “I’m always surprised when
some people don’t do it.” Make the person feel welcome. Post even suggests
standing up in some cases.
Example: Stand up, say: “Hello, Mr. Smith. Let me tell
John you’re here.” Go to John’s door, as opposed to calling him, open it for
the VIP guest, then close it behind him. These are nice, simple things you can
do. And you’ll be remembered.
Deliver a heads-up to the boss. Even if you wouldn’t normally give your
boss a five-minute warning before an appointment, this would be a time to do
it. That sets the stage. “You’re giving him that moment to get ready,” Post
says.
Shoo away distractions so you’re not caught juggling when the VIP
arrives. If someone comes to your desk with a problem, be direct in asking her
to wait.
Example: “I want to help you with that problem, but I
know Mr. Smith is about to arrive and I need to give him my full attention.
I’ll get back to you.”
Make small talk only if you
observe a clear signal. “I
think part of the smartness of an admin is an ability to read people,” Post
says. If the VIP ends up waiting a minute or two, you’ll need to evaluate
whether to attempt chitchat. If he whips out a newspaper, don’t try to make
conversation. If he sits and smiles at you, then ask about the weather.
“And, please, converse without going into
controversial topics,” Post advises.
BUSINESS ETIQUETTE TIP #7
BUSINESS PHONE ETIQUETTE: SOOTHE ANGRY
CALLERS
Turn a growling caller into a purring, pleased
customer with these telephone etiquette techniques:
·
Bite your tongue. When someone screams on the phone, your first thought may
be, “What a jerk!” But that attitude will only poison an already-tenuous
relationship with the caller. Instead, stay calm and listen.
·
Let ’em vent. Like
a whistling kettle, angry callers need to vent some steam. Don’t interrupt—
even with a solution—before they tell their story.
·
Take it down a notch. Instead of raising your voice to match the caller’s volume,
speak softly. That will soothe the speaker and show him or her that you’re
interested in handling the complaint in a calm, rational way.
·
Stay focused. Resist
the urge to complete another task while a caller rants. The sound of your
rattling papers will signal that you don’t care.
·
Empathize and apologize. When the caller runs out of vitriol, show that you
understand why the person is angry. Example: “I know this has been frustrating
for you, Mr. Smith, and I’m sorry that Ms. Jones has not returned your call.”
Note: Use the caller’s name and speak in complete sentences, not single words
such as “Yes” or “No,” which sometimes sound rude.
·
Take one for the team. Accept responsibility for the problem even if you’re not to
blame. Example: “I should have made it clear that, although our manager will be
returning to the office today, she’s tied up in meetings until the afternoon.”
·
Ask, “What would you like me to do?” This shows that you’re there to help.
·
Offer a fallback. Never end a call with “I can’t do that.” If you can’t do
what the caller asks, tell him or her what you can do. Example: “I can’t
interrupt that meeting, Mr. Smith, but I can pass along the message to call you
as soon as it ends.”
BUSINESS ETIQUETTE TIP #8
KITCHEN FAUX PAS: WHO ATE MY YOGURT?
Some employees can tolerate co-workers’ swearing
and rude behavior, but don’t even dream of touching their yogurt or ham
sandwiches. The most offensive thing an office worker can do is steal
colleagues’ food from the office fridge, says a TheLadders.com survey of 2,500
U.S. employees.
A full 98% agreed that fridge raiding was
unacceptable workplace etiquette.
Respondents also cited, in order: bad hygiene,
bad habits, drinking on the job, swearing, wasting paper, cooking smelly food
in the microwave and using a BlackBerry in meetings.
Help everyone keep the fridge
clean
The greatest mystery in many workplaces is
what’s lurking in the office refrigerator. Go beyond scheduling regular “use it
or lose it” deadlines. Follow these tips:
1.
Post a copy of the clean-fridge policy on the refrigerator door, so no one will
have any excuses.
2.
Make it easy for people to label containers with their names and expiration dates by
keeping a marking pen and tape in the kitchen.
3.
Promote safe food storage by posting the USDA’s cold storage chart.
·
Don’t leave perishable
food sitting at room temperature for more than two hours. (Instead of leaving
office party leftovers on the counter for everyone to share, leave a note
directing people to the food in the fridge.)
·
Make sure the
refrigerator is set below 40 degrees, the magic number needed to slow bacteria
growth.
BUSINESS ETIQUETTE TIP #9
OFFICE DONATIONS: KEEP IT LOW-KEY WHEN
PASSING THE HAT
Not only is there no such thing as a free lunch,
but those birthday cakes for co-workers can cost you, too.
It’s not unusual to be asked to help pay for
celebrations at the office, such as birthdays and baby showers. In a survey by
OfficeTeam, more than 75% of respondents said employees chip in at least once a
year; 15% said employees receive donation requests monthly.
Avoid asking colleagues for too much too often
by following these office protocol guidelines from OfficeTeam:
·
Keep it selective. Asking a new hire who has never met the mom-to-be to
contribute to a baby shower is unfair. Instead, extend the invite to those who
are most familiar with the person receiving special attention.
·
Keep it reasonable. Rather than specifying a dollar amount, ask coworkers for
voluntary contributions of any size toward buying a cake, gift or other item.
·
Keep it low-key. Send a general email announcement or circulate a donation
envelope for anonymous contributions—that’s preferable to a personal plea,
which can make people feel uncomfortable.
BUSINESS ETIQUETTE TIP #10
BUSINESS LETTER ETIQUETTE: THE ART OF THE
PERSONAL NOTE
Who hasn’t started writing a thank-you or
condolence note, only to encounter “the big um” after the first sentence?
“The big um is when you get your first couple of
words out and wonder, ‘What’s next?’” says Angela Ensminger, co-author of On a
Personal Note: A Guide to Writing Notes with Style (Hallmark). “That blank paper is very
intimidating.”
Ensminger told attendees at an International
Association of Administrative Professionals convention that great personal
notes come from taking these five steps:
1. State why you’re writing in a straightforward manner. Example: “Thank you for taking the time to visit our
offices.”
2. Elaborate on step 1. Example: “It was so valuable for our entire executive team to meet
with you face to face. And your meeting sparked several creative ideas that
we’re excited to pursue.”
3. Build the
relationship. “This is the most
important step,” says Ensminger. “What you’re saying here is: ‘Your
relationship matters, and I’m proving it by taking the time to write this
note.’ In business relationships, time taken is worth everything. If there’s a
bell curve of emotion to a personal note, this is the top of it.”
That key step is often missing in personal
notes, adds Ensminger, so doing it well will set you apart from the crowd. As
you write, take into consideration how close your boss is to the recipient and
what’s coming up next in the relationship.
Example: “We feel fortunate to have spent so much time
with you. We look forward to seeing you again at the XYC convention next year.”
4. Restate why you’re
writing. Example: “Again, thanks for
your visit.”
5. Offer your regards. For business notes, “Sincerely” is the
standard
Bottom line: It takes practice, but the payoff is huge. Ensminger says,
“People
still get a jolt when they look in their mailbox, and there’s something other
than a
form letter in there.”
Noteworthy etiquette: Say more
than thanks
Managers are always looking for ways to tell
the team “thanks.” Appreciation is one of the few, affordable ways to retain
and motivate everyone. Follow these tips to put your sentiments down on paper:
1. Use a handwritten personal
note, whenever possible.
2. Avoid templates, and make each letter a unique expression of
what you specifically appreciate.
3. Craft the right message with these effective “building block”
phrases from How to Write It, by Sandra E. Lamb:
·
Must express my
appreciation
·
So grateful for your
contribution
·
Unequaled in effort
·
Done with such expertise
·
An exemplary performance
·
Offer my sincere
appreciation
·
I was so impressed by
·
Your performance is
noteworthy
·
Set an outstanding
example for
·
Demonstrate such
dedication
BUSINESS ETIQUETTE TIP #11
BUSINESS DINING ETIQUETTE: 5 RULES
Whether you’re lunching with peers at a
convention or meeting with a vendor, business dining etiquette can keep you
from marring your image with a faux pas.
Here are five etiquette rules for business
meals, according to Robin Jay, author of The Art of the Business Lunch: Building
Relationships Between 12 and 2.
1.
Never, ever talk with your mouth full. Instead, take small bites so you can
quickly swallow if somebody asks you a question, Jay says.
2.
Come prepared with a few casual, non-business topics in mind. It helps you avoid awkward silences.
People enjoy giving their thoughts on subjects like travel, sports and movies.
3.
Always be kind to the wait staff, no matter what happens. Anyone who is nice to you but nasty to the
server is not a nice person.
4.
Know your lunch partner’s business. It’s especially key when your tablemate is
someone you’d like to impress, but the rule holds true regardless. The fewer
times you have to say (or think), “I didn’t know that!” the more impressed the
other party will be. How to steal this idea: Take a few minutes to do a Google search before you leave for
lunch.
5.
Put some thought into choosing the right restaurant. Too casual or inexpensive and the person
may not feel valued. Too expensive and they may perceive you as wasteful. When
in doubt, suggest that the other person pick the place.
Bonus tip: If you’ve ever wondered when (and how much) to tip an airport
skycap, cab driver, pizza delivery person or furniture delivery person, go
online to The Original Tipping Page. The site offers advice on various tipping
moments, plus a tip-rate chart for your wallet.
BUSINESS ETIQUETTE TIP #12
OFFICE DECORATIONS: BALANCE PERSONAL
& PROFESSIONAL IMAGE
If reaching for reference materials requires
moving a handful of beads you brought back from Mardi Gras, your personality
may be overpowering your professional image.
Personalizing our office space is tempting
because we spend more awake hours there than anywhere else. But strike a
balance by answering these questions about your cubicle décor:
1.
Who will see it? A receptionist in an office with many VIP visitors obviously
enjoys less freedom of expression than someone whose workplace hosts
few outsiders. In wide-open spaces, search for private spots to display
meaningful mementos. Example: Post an inspirational quote on your keyboard
tray.
2.
What does it say about you? Great choices for office decorations tell
visitors something about you that might spark a conversation. A photo of you
crossing the finish line in a marathon might inspire others as well as
yourself. But a wall of blue ribbons hints at either boasting or insecurity. If
doodads and figurines obscure your computer and desktop, don’t be surprised
when others question your commitment to work. And while live plants add a
splash of color, a dead one screams “Neglect!”
3.
Is it distracting? Although cubicle walls may block your items from view, they still
may disturb others. Avoid screensavers and toys with sound effects, or fresh
flowers each week if your neighbor suffers from allergies. Judge whether a
candy dish on your desk offers hospitality, unwelcome temptation or an
invitation to distractions from work.
4.
Does it go overboard? Show off a few prize pieces from your collection, not hundreds of
frogs. The test: If it’s impossible to
take a professional-looking photo of you from any angle in your workstation,
you’ve surrounded yourself with too many items unrelated to work.
Just like professional dress in the workplace,
seek cues from the corporate culture, your manager and others you respect about
what’s appropriate in your workplace
Business email etiquette: 3
quick tips
1. Send the right message with your email
sign-off by “mirroring,” says Judith Kallos, creator of www.NetManners.com, a
site dedicated to online etiquette. “In business, you want to maintain the
highest level of formality until the other person in
dicates otherwise,” she says. “Let the other
side set the level of familiarity.”
2. Unless your organization specifies
otherwise, you need not respond to email messages if your name is in the “cc”
field, says productivity expert Laura Stack. And don’t reply simply to confirm
receiving a message, since most email systems allow the sender to request a
receipt if needed. Reply only if you can’t handle an assignment in the time
frame expected.
3. Find out whether you’ve been rude via email
at www.NetManners.com. You’ll find business email basics, Netiquette forums for
discussion, even a “Netiquette Questions?” section that allows you to pose your
own questions and receive personal advice. Brush up on proper manners and be
part of the trend toward more courteous exchanges online.
BUSINESS ETIQUETTE TIP #13
PARTY ETIQUETTE: SPECIAL OCCASIONS WITH
CO-WORKERS
Office party etiquette is simple: Don’t do
anything that you don’t want the entire company to be talking about for several
years to come. Contrary to popular myth, an office party is not the place to
wear a lampshade on your head. Keep your dignity, and respect the dignity of
others.
For co-worker special
occasions, follow these gift-giving tips:
►Birthdays
A common practice is for the birthday person’s
co-workers to provide a cake and a small in-office party. Flowers from the boss
are also a nice touch. A birthday card for a co-worker celebrating the special
day is always considerate, but birthday gifts are never required in business.
An executive may choose to give small gifts to special staffers, such as a
long-time assistant. There’s no need for employees to give gifts to the boss,
unless the working relationship has extended over many years or the employee is
socially close to the boss and his or her family.
►Weddings
Although all wedding invitations require a
written acceptance or regret, you are not required to attend the weddings of all employees who send
invitations. If you receive an invitation from someone who is not in your
department or is not your superior, feel free to send your regrets. A gift is
not required for these events, but a note congratulating the newlyweds is a
thoughtful touch.
If invited, executives should attend the
weddings of their staff and senior-level managers. If they can’t attend,
executives should still send a gift. Among peers, wedding invitations are
common and should be treated as social events. Except when invited to the
wedding, employees are not required to give their bosses wedding presents. In
any event, a wedding gift from a subordinate to a boss need not be lavish.
►Baby showers
If you are invited to a baby shower, you should
follow the personal rules you have established for contributing to office
celebrations. It is not essential that you attend the shower or give a gift to
every company employee who has a baby. However, executives should give shower
gifts to their close colleagues, assistants and immediate staff. You may choose
to send others a card or a personal note.
►Retirement parties
When an executive retires, a party is standard
protocol. At a retirement party, the company should give the person a gift based
on his or her length of service and seniority.
The retiree’s staff and immediate boss may wish
to give him or her a present in addition to the official corporate gift. The
best gifts are small presents that express how much the retiree will be missed
at the office.
BUSINESS ETIQUETTE TIP #14
ETIQUETTE QUESTIONS: EXPERT ADVICE FROM
LETITIA BALDRIGE
Letitia Baldrige has been called “America’s
foremost authority on manners.” She has written dozens of books on manners,
entertaining and design. In a column in Business Management Daily’s
Administrative Professional Today, she answered readers’ questions on workplace
etiquette and protocol. Here’s a sampling:
►What’s the proper way to
introduce business associates?
Q. I occasionally escort business visitors
around our office and introduce them to our executives. I’m never sure whose
name and title to say first—the visitor’s or the executive’s. What’s the proper
protocol?
Letitia: Always start with the more important person’s
name. For example, if you’re showing your CEO’s new executive assistant, Susan
Flynn, around the office, you’d say: “Jim, I'd like to present George’s new
executive assistant, Susan Flynn. She has just transferred here from our
offices in Pasadena. Susan, this is Jim Farnsworth, our corporate counsel, and
you’ll be seeing a lot of him.”
If you’re introducing someone important in your
company to a more junior visitor, you would come out first with your senior
executive’s name: “Mr. Anderson, I would like to introduce Camilla Bianco to
you. She is a new vice president for creative services. Camilla, this is
Jonathan Anderson, president of the Blue Division.”
If you get confused, relax: The important thing
is to say the names of both people clearly. They'll take it from there.
►Office wedding protocol: Must
I invite everybody?
Q. I’m planning my wedding and trying to keep
the guest list to a manageable number. But I feel compelled to invite people
from work. How can I invite some people but not others without hurting anyone’s
feelings? And I know I should invite my boss, but should I invite my boss’s
boss?
Letitia: Tell everyone well before your big day that
you’re having a small wedding, so no one will feel left out. Invite only very
essential friends from the office, including your boss (but not your boss’s
boss!), his or her spouse, and perhaps your two closest friends. Your family
members should take priority over co-workers, as should close friends from
other parts of your life.
If you’re lucky enough to have a group of
supportive, close friends at work, ask them to give a simple, no-frills
cocktail party in honor of your wedding a couple of weeks before it takes
place. Then you can invite everyone from work, and they will feel caught up in
the excitement of the wedding and look upon this event as if it were a
reception.
►Business dining etiquette: Who
pays for lunch?
Q. When a group of co-workers takes a colleague
to lunch for a special occasion, such as a birthday, how should we divide the
tab?
Letitia: I presume most people want these special
occasion meals for office colleagues to be amusing, memorable and pleasant from
every aspect. The big obstacle to success is when the bill is presented. There
is fumbling and mumbling, indecision and objections. The conversation at
bill-paying time might go like this:
“I had only a house salad, so I
should pay less.”
“Is $10 enough?”
“I had a really expensive
dessert. Should I pay more?”
“I didn’t bring much cash” ...
and on and on and on.
The way to solve this is always to split it
according to how many people are in attendance. The total should include the
cost of the guest of honor’s meal, plus the gratuities for everyone. If you
feel you were cheated by spending less this time, it will probably even out the
next time, or the time after that, when you will be spending more than the
others. It almost always comes out in the end.
To split a large check 10 ways is easy. To
calculate each person’s charges, butter pad by butter pad, spoils the party.
►Does it matter who opens a
door nowadays?
Q. What’s the proper procedure when a group
of people are approaching a closed door? If I (a female) arrive first, I
usually open the door and hold it for others, but I notice that makes some
people (particularly older males) uncomfortable.
Letitia:We spend too much time worrying about who
should go through the door first. The important thing is just to get through
it!
If you hold the door for a man who is clearly
embarrassed by it, rest easy in the knowledge that you won’t see many more men
like him. He’s obviously of the “outgoing generation” of businessmen whose
touches of chivalry are no longer the norm. Just be thankful you once knew a
“real gentleman.”
Of course, you can avoid this problem by simply
not being the first person at the door. Let someone else be the first.
If you find yourself stuck with holding the door
for what seems like an interminably long line of people, step away from the
door and let someone else cope with it. You shouldn’t be left holding the door
for the whole world.
►What’s the protocol on
presenting my business card?
Q. When’s the proper time to present my
business card at a meeting?
Letitia: When you present your business card to
someone, you’re handing yourself to that person, so it pays to remember these business card
etiquette tips:
To gracefully exchange cards while talking to
people before a meeting, hand the other person your card, saying: “I hope you
won’t mind if I give you my card, and I would appreciate having yours, also. I
would enjoy discussing some things further with you, and now is obviously not
the time.”
Read the other person’s card before you put it
away, then follow up with a call within a day or two. Never present your card
when the recipient is talking to someone else, hurrying to an appointment,
talking on the telephone, or eating and drinking.
►Cubicle etiquette no-no: A
noisy co-worker is driving me crazy
Q. I work in a wing of office suites with two
cubicles for another assistant and me. My neighbor almost constantly makes
noise, tapping pens, making “squeal” noises (“Aaahhh,” “Hmmmm,” etc.) while she’s
reading or whatever, humming, clearing her throat over and over… it goes on and
on.
It’s driving me crazy listening to this all day.
She has already been addressed about the noise level, and it has improved, but
I still have to listen to it all day. Do you have any suggestions, other than
wearing headphones or earplugs?
Letitia: Have a confidential talk about this problem
with your supervisor or someone in human resources. Don’t be dramatic about it.
Just say that you’re supersensitive to noise, and that your cubicle colleague
is driving you nuts.
Mention four noisy things she does all the time,
and then lay off describing her so negatively. Throw in a compliment or two
about how valuable she is in her work. Add that you’ve tried not to let her
noisiness get to you, but it has affected your work. Then, ask meekly: “Is it
possible that either she or I could be moved away from the other?” Then, follow
with “I know I must sound unreasonable to you, but I’m proud of my work and I
don’t wish to be working less than effectively because of this problem.”
If the boss or human resources person recognizes
how valuable your work is, he or she will honor your request ... and your noisy
co-worker never has to be any the wiser.
No comments:
Post a Comment