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Significant Business Etiquettes
Human Resources » Business Etiquettes


Chrm Message From: sujith Total Posts: 6 Join Date: 17/07/2006
Rank: Beginner Post Date: 26/07/2006 02:47:12 Points: 30 Location: ----

Dear Friends,

Read below an article which speaks of the corporate etiquette factor which is a must need in today's world and the write-up focusses on all perspectives of the etiquette factor.

It takes a cultivated all-round player to clinch deals. Read on to learn more about business etiquettes.

The most discernible effect of globalisation is in the corporate environment. A well-rounded executive must have the etiquette to be able to project his image and that of the company. Imagine the plight of an ambitious executive who does not know how to break the ice in a social gathering. Or that of one who visits a French restaurant and finds the menu card all Greek. We might go for an important meeting thinking we are dressed right, but discover that it is not suited to the occasion. Many of us may have difficulty in speaking. Among the most important skills required to create the right impression are office etiquette, letter writing, and telephone etiquette.

Office Etiquette
This includes basic courtesies such as interacting with colleagues and newcomers, representing and respecting the company, communicating with clients ^ and avoiding further intimacy. It is important for all employees to know their roles well and have mutual respect. Seniors should not be too imperious, and must delegate work justly. Junior employees should, in turn, treat their seniors with deference.

On joining the company, newcomers must formally be introduced to colleagues. Their job profiles must be clearly defined and they must be told about seemingly trivial things, including how to get a cup of coffee. If you are a newcomer and haven't been told enough, ask your colleagues. It will help you get to know them. Be precise while asking someone to do something. And if you're asked to do something you haven't fully understood, do ask again. Conversation about general things will make the working atmosphere pleasant. But avoid talking at length about personal matters.

Professional Norms
Be helpful to visitors. Don't exploit the company by systematically arriving late, leaving early, taking long lunch hours, asking for extra time off, or failing to do your share of chores. And don't exploit office facilities by taking stationery, or making too many personal calls.

One must know the rudiments of international etiquette. For example, handshaking is popular in France, Germany, Belgium, and Italy. But the British and the Scandinavians are not so demonstrative. Standards of hospitality also vary.

Sexual intimacy between colleagues can spoil working relationships and damage careers. You must also avoid saying things that would upset or offend colleagues. And if you're a victim of such comments or actions, confront the person who is upsetting you. Do ask if you're not sure what is wanted of you.

Letters
Letters show respect for the correspondent and remain a physical record of communication. Business letters should preferably be typed. Use a good-sized sheet (A-4) of white, cream, or pale blue paper. Letters must carry your address and date, the addressee's name, address and reference numbers, if any. The text should begin a little way down the page, with margins on either side. And, preferably, give the letter a heading.

Almost all letters begin with ``Dear''. If the correspondent's name is unknown, write ``Dear Sir'' or ``Madam''. But wherever possible, call up and find out their names, and check whether a woman likes to be addressed as Miss, Mrs, or Ms. Doctors, professors, and people with ranks, must be addressed accordingly. Effective business letters must be short and to the point, ideally using only one sheet of paper. Otherwise, the pages should be numbered clearly, preferably reiterating the date and number on each page. Avoid very formal language. If you enclose material in a business letter, put the letters ``Enc:'' at the end, and enlist the enclosures. If you're sending copies to people, put the letters ``Cc:'' at the end, with a list of their names.

Do: Write promptly; use short sentences; put separate ideas in separate paragraphs. Don't: use a referee's name without letting the person know; reply to a business letter without using reference numbers (if provided); make a phone call when a letter would be more appropriate.

Telephone etiquette
Remember to speak politely, slowly, clearly, and concisely, because your voice is the only medium of communication. If you have to spell something, use words to distinguish between similar sounding letters, for instance `F' for `France' and `S' for `Singapore'. Stay calm in case of an argument. Let the other person express his ideas without interruption. Slamming the receiver down signifies rudeness and defeat. If you do disconnect, ring back immediately and apologise. Call at an appropriate time. State clearly who you are and who you'd like to speak to. Never make complicated business calls at the fag end of working hours.

If you call an office and are put through to someone you don't know, ask for the name for future reference. If the time is not convenient to the person, fix another time. And be prepared with relevant details. If you finalise an arrangement, make a note of it. If you dial a wrong number, apologise before hanging up.

When you answer a telephone call, give your number and the name of the company. Don't give out your name till the caller introduces himself. If you have been called at an inconvenient time, ask for a better time to call back. And if the caller wants to speak to someone else, inform the caller before you start locating the other person.

Telephone messages should always be written down, and must include the date and time of call, the caller's name, the company's name, telephone numbers, the reason they called, and whether they will ring back, or would like to be contacted. The outgoing message on the machine should let the caller know when to speak, and a little of what to say. Usually, the callers are expected to speak after the beep. They should give the date and time of their call, their name, and telephone numbers, and the reason they called. On receiving messages, you should respond promptly.

Do make sure you have relevant information on you before you call. Do confirm if the other person has understood your point. Do take notes. Do send a follow-up fax or letter to confirm important details. But don't try to be funny for you could be misunderstood.

Other aspects of business etiquette include personal grooming, introduction and interview techniques, table manners, mobile manners, Internet etiquette, travelling etiquette, and so on - Adapted from Executive Class By Usha Albuquerque Education Times

 Hope you are reading this, anu..

Cheers !!

Sujith


Chrm Message From: Lucy Doss Total Posts: 21 Join Date: 17/07/2006  
Rank: Executive Post Date: 03/08/2006 07:01:13 Points: 105 Location: ----
Dear Sujith,

This is a great compendium of business etiquettes.

While each of them is essential for good office management, I am particularly impressed by “professional norms.”

Thank you so much,

Regards,

Lucy Doss
 
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