BUSINESS ETIQUETTE

What is Etiquette?

Etiquette is defined as formal rules and manners that are considered sacred and acceptable in
society. These have been established by convention for a very long time and are followed
diligently in both professional and social settings.

Etiquette refers to guidelines which control the way a responsible individual should behave in
the society. Etiquette is respect, good manners, and good behavior. It is not just each of these
things, but it is all of these things rolled into one.

Etiquette is a code of behavior that delineates expectations for social behavior according to
contemporary norms within the society or groups. The rules of proper etiquette and protocol
have been around for years and are far more important in this day and age than ever before.
Implementing proper etiquette and protocol skills into everyday life should be a habit for
everyone because a person who displays proper etiquette not only feels good about himself but
he also makes those around him feel important and respected.

Need for Etiquette

▪ Etiquette makes you a cultured individual who leaves his mark wherever he goes.

▪ Etiquette teaches you the way to talk, walk and most importantly behave in the society.

▪ Etiquette is essential for an everlasting first impression. The way you interact with your
superiors, parents, fellow workers, friends speak a lot about your personality and up-
bringing.

▪ Etiquette enables the individuals to earn respect and appreciation in the society. No one
would feel like talking to a person who does not know how to speak or behave in the
society. Etiquette inculcates a feeling of trust and loyalty in the individuals. One becomes
more responsible and mature. Etiquette helps individuals to value relationships.

Types of Etiquette
 1. Social Etiquette- Social etiquette is important for an individual as it teaches him how to
behave in the society.

2. Corporate Etiquette- Corporate Etiquette refers to how an individual should behave

while he is at work. Each one needs to maintain the decorum of the organization.

3. Meeting Etiquette- Meeting Etiquette refers to styles one need to adopt when he is
attending any meeting, seminar, presentation and so on.

4. Telephone Etiquette- It is essential to learn how one should interact with the other
person over the phone. Telephone etiquette refers to the way an individual should speak
on the phone...

5. Eating Etiquette- Individuals must follow certain decorum while eating in public

6. Business Etiquette- Business Etiquette includes ways to conduct a certain business.

What is Business Etiquette?

Business etiquette is the behavior and manners considered appropriate in the business and
professional world. Business etiquette involves rules of conduct that allow us to communicate
with people in business and to interact with them in a civilized manner.

Business etiquette is a set of rules that govern the way people interact with one another in
business, with customers, suppliers, with inside or outside bodies. It is all about conveying the
right image and behaving properly

Business etiquette is a set of social and professional rules that govern the way people interact
with one another in business settings. Business or corporate etiquette is instrumental to helping
advance in your career. It helps you show others the kind of values and belief systems you follow.
Businesses are always on the lookout for individuals who can present themselves in a dignified
manner because some may represent the organization externally. Whether it’s interacting with
clients or convincing customers, your corporate etiquette can help you create a powerful
impression. In addition to showing courtesy and respect to others, you demonstrate self-control
and better emotional management.

Importance of business etiquette

Proper etiquette is important in a social setting, but it is equally crucial in a business setting. In
order to achieve business success, you must be able to adapt to an ever-changing situation and
act with confidence. Displaying proper etiquette will get you noticed and, obviously, being
noticed is great for business.

• Business etiquette is important because it creates a professional, mutually respectful

atmosphere and improves communication, which helps an office serve as a productive
place. People feel better about their jobs when they feel respected, and that translates
into better customer relationships as well.

• In business, the relationships you build are critical. Establishing good rapport is significant
if you want to progress your professional future. The way to build positive relationships
in the business world is by exercising good etiquette, specifically by exhibiting top-notch
communication skills.

• In the business world, people with good etiquette are rewarded for their professional and
polite skills. Those who exemplify good business etiquette are proving that they respect
their position, job, coworkers, and take their performance seriously. As such, these
individuals win promotions and get ahead in their careers.

TYPES OF BUSINESS ETIQUETTES

There are various subcategories of business etiquette that contribute to professional reputation.

1. BUSINESS MEETING ETIQUETTE

It refers to the behavior expected in workplace meetings. It prompts you to behave professionally
and respect others’ time and effort. Here are some strategies to ensure proper meeting
etiquette:

• Always be on time; If you find yourself running late, apologize and sit down to avoid
interrupting the flow of the meeting

• Many meeting organizers send a meeting agenda beforehand to help you prepare and
gauge expectations; go prepared for your meetings and follow the agenda

• Pay attention to your body language; whether you’re presenting or attending a meeting,
avoid creating any distractions

2. EMAIL ETIQUETTE

Good email etiquette can improve professional relationships and personal reputation. You need
to follow certain principles to demonstrate good email behavior. Here are some best practices
to follow when writing professional emails:

• Aim to reply to your emails within 24-48 hours of receiving them; you don’t want the
other person waiting on you

• Keep your emails brief and avoid using words that may confuse or upset the reader

• Always proofread your emails for grammatical errors before sending them out; it reflects
carelessness otherwise

3. TELEPHONE ETIQUETTE

Phone etiquette is a way for you to showcase good manners and properly represent
yourself or your business to others. Positive interactions create lasting impressions that
are instrumental to business success. Here are some effective strategies to develop good
telephone etiquette:

• Try not to speak too loudly or too softly; ask questions (do you need me to speak louder?)
to make sure that you’re audible

• Try to answer you calls within two-three rings; in case you miss a call, immediately ring
back
 • If you’re on a conference call and you’re not speaking, mute yourself so that there isn’t
any unnecessary disturbance

4. WORKPLACE ETIQUETTE

How you present yourself to your coworkers, managers and supervisors affects your
professional development. Workplace etiquette is the foundation of professional success.
Here are some ways to ensure you present yourself appropriately in workplace settings:

• Keep an open mind at work; be flexible to new ideas, thoughts and your colleagues’
diverse perspectives

• Understand your workplace culture and the standard codes of conduct; try learning about
existing policies and procedures

• Oftentimes, we’re quick to judge our coworkers and engage in unpleasant discussions;
treat everybody with equal importance and respect

• Be timely. Arrive to work and meetings on time. Complete work assignments on time.

• Be polite, pleasant and courteous.

• Learn office politics - utilize effective listening skills to discover appropriate office
behavior. Pay attention to the way things are done

• Keep your supervisor informed. Good or bad, you don't want the boss to hear information
mentioned from an inappropriate source.

• Appear as professional as possible. Being well groomed and clean is essential. Dress for
your next job/promotion.

• Adopt a can-do attitude. Those who accept challenges and display creativity are valuable

• Be flexible. By remaining flexible and implementing change you gain a reputation as a

cooperative employee.

ETIQUETTE AT WORKPLACE

The globalization of businesses in India has vastly improved manners at work, but there is still
much to be desired. In far too many companies, basic courtesies are still overlooked. Every work
place has its own complex dynamics but the basic social rules which make people comfortable
with each other remain valid in every working situation. An organization where people are
treated well tends to be more successful than others.

Guidelines to follow in a working environment

Few ground rules on insights into how to bring some consideration, grace and style back into
your work life

Speaking: Use well-modulated tones when you speak in the office and over the phone. Raising
your voice in haste, frustration, or anger is always inappropriate. It doesn't foster clear
communication and leaves all parties concerned with an "emotional residue" that will interfere
with getting work done.

Work Attire: Dress as those in your work group dress. If your job requires you to interact with
the public, you will probably be required to dress more formally. If you wish to climb the
corporate ladder, look at the people in positions you want and dress as they do. Avoid clothing
extreme, and evening or party wear in the workplace.

Personal Life at Work: Everyone makes friends at work and there is a fine line that is easy to
cross when co-workers become friends. Remember to conduct your personal life outside the
workplace and you won't go wrong. Use moderation in your exchanges with work friends so you
don't spend too much time socializing. If it is necessary to discuss personal issues or conduct
urgent personal business of any sort in your workplace, be brief and discreet, so you don't
distract, disturb or offend those with whom you work. Keep casual talk to a minimum.

Interaction with Co-Workers: Don't interrupt your work mates. Schedule times to meet
whenever possible to go over mutual work. The occasional quick question is unavoidable, but
don't let spontaneity rule you and ruin everyone else's schedule and concentration. Open
cubicles already remove most of your co-workers privacy, so respect their silence. Avoid roaming
the floor and disturbing others at work when you are less busy. If you are interrupted or if a co-
worker is making too much noise in an adjacent area, calmly and respectfully inform him that
you need silence. You can be polite and firm at the same time. And always treat your co- workers
with consideration and respect in all exchanges.

Your Workspace: Maintain a high standard of neatness and professional decorum in your
personal work area. Bringing personal items into that area is your decision, but be aware that
what you display is a direct reflection of who you are and how you wish to be perceived. Think
about it first! And think twice about displaying controversial, religious, political or extremely
personal items in your private work area. And, while it shouldn't have to be said, we must never
take things from other people's workspace and return anything you borrow with haste. It is
extremely rude to carry on your business to the detriment of everyone around you.
Sharing the Environment: Take care in shared areas. Don't leave your clutter in a conference
room after a meeting. If you have nervous habits, break them. Don't twitch, jiggle your leg, tap
pencils or other items on the table and so on. Never engage in personal grooming in your cube
or in meetings. Comb hair, put on make-up, and engage in all personal grooming in the restroom
or at home. Don't smoke, chew gum, play with your face, hands or other body parts, or absent
mindedly snack, whistle or sing in a shared workplace. When you eat snacks, breakfast, or lunch
in your cubicle, be considerate of those around you; try to select foods that do not have strong
or unpleasant aromas.

Group Politics: Don't gossip about or discuss other employees or their performance in any way
in their absence. And if you have something you absolutely must say, say it to that person and in
private. Avoid bringing a bad mood into your workplace. And never abuse others when you have
a bad day. Learn how to be a "team player" and how to take action to make the changes you
think are important. If you find this is impossible in your job and that you are distressed by your
inability to affect change, maybe it's time to find a job where you can make changes. But don't
destroy your current work environment with your unhappiness.

How to Avoid Conflict in the Workplace

Sit, Wait, Think and Act when Correct: Whenever you have issues in the workplace, you're better
off thinking through your words before you voice complaints, thoughts or suggestions. Whether
you're a business owner, supervisor, manager or employee, the workplace can sometimes
become a tinderbox for conflict.

Listen, Don’t Dispute: Sometimes your manager needs to tell you how disappointed he is with
you.. Sometimes your employees need to express their resentment about the way you've treated
them. You can't argue with feelings. Listen when your co-workers, managers, or employees
express strong feelings. Rather than argue and try to insist that they shouldn't be feeling what
they're feeling, understand that they are feeling that way and simply say, "I'm sorry you feel that
way." Try to put yourself in their shoes and give them the empathy that you would want yourself.
Arguing may only make a situation worse.

Document: Make sure you protect yourself with thorough documentation of any potentially
volatile situation. This rule applies to people on both sides of the power structure. A smart
employee as well as a smart manager will document issues that relate to self-preservation and
the protection of job security.
Cordiality and Friendliness: Having vowed to create appropriate boundaries, make every effort
to be cordial and friendly. Ask co-workers and supervisors about how they are; comment upon
the quality of their (good) work.

Never Overreact: When co-workers feel neglected, they often will create a scenario that invites
your overreaction. Overreactions cause fights. Don't do it. Assess a dispute with your co-worker.
Is it really worth fighting over?

Play well with others: If you want to win the war (keep your job and progress up the career
ladder), sometimes it is strategically advantageous to lose the battle. Assess a work situation
carefully. Strategize and assess your gains and losses in a situation. If your supervisor or manager
needs to act as if he or she came up with an idea that was actually yours, don't argue with them.

Brevity and Paucity: In the workplace, if you keep contact limited and utilize a cordial and polite
silence to avoid fights, you can often extinguish flames that are being directed your way.
Supervisors and managers appreciate a cooperative employee who gets to the point succinctly.

Never try to change others: Do not ever try to change your co-workers, especially those who
are above you in the hierarchy of the workplace. It is a cardinal rule that people can change
themselves but none of us can change another. You are doomed to failure if you try to get your
supervisor to see their flaws and change their ways. Learn to change what you can and accept
what you cannot change.
Workplace Courtesy

Courtesy is showing of politeness in one's attitude and behavior towards others.

Courtesy is about showing respect to others. Showing people respect gains us their
respect in return and their cooperation. It’s also the right thing to do. The rules of
courtesy not the intent vary from culture to culture.

The old adage that a little courtesy goes a long way has never been more relevant
than it is in the 21st century workplace. While grand actions are good and have
their benefits to your coworkers, most of the time it is simple common courtesy
that really counts

Why is professional courtesy important in business?

Courtesy in business communication builds strong relationships in the workplace.

You can gain the trust of your employees and customers by showing them respect.
In addition, they learn to be courteous to you in return, which creates a welcoming
and nurturing work environment.

Encouraging mutual respect will help to: Reduce workplace stress, conflict and
problems. An increase in workplace respect will help to improve communication
between colleagues, increase teamwork and reduce stress as peace in the
workplace soars. Increase productivity, knowledge and understanding.

Important common courtesy to use in the workplace

Now, we will look into some of the most important common courtesy to remember
to use in the workplace. While some may sound too simple and commonplace, you
might be surprised that their effect on your coworkers, and even on yourself, is not
simplistic.

• Warm greeting

A simple “good morning” gives your colleagues the impression that you care. This
is especially important when you are a person in high positions of management.
Your subordinates feel that they are important to you and that you do not despise
them
 • Call people by their names-

On the first encounter with someone, try as much as possible to remember their
name and refer to them using their preferred name. This common courtesy
practice shows respect, appreciation, and acceptance.

• Respect personal belongings and space

Although you might be very close to your workmates, always remember that
everyone has a line of privacy that they like to keep to themselves. To show this
respect for space and privacy, always politely ask your workmate whether you can
sit at their workstation while they are away, only touch things that they have
allowed you to, and so on.

• Show up and respect time

Showing up when you are expected to be at your workplace and doing tasks in a
timely fashion always shows that you value your colleagues and respect them. It
also creates the impression that you are dependable and courteous. If, for some
reason, something happens and you are late, call in advance and apologize.
However, do not make this a habit. Respect for time also means that you complete
your duties and assignments on time, especially those that your coworkers rely on
to get their work done.

• Listen actively

Whenever your colleagues are talking to you, pay attention genuinely to their
verbal and nonverbal expressions. They may not be saying something that you
consider particularly important to you, but they are telling it to you because it is
important to them! Let your body language show that you are actively involved in
the conversation, ask them questions without interrupting them, nod with
appreciation, and thank them for sharing their thoughts with you.
 • Say “Thank you,” “Please,” and “Sorry”

It costs you absolutely nothing to utter these simple words to anyone. Even when
you are giving instructions to your juniors, always use these words.

• Nonverbal Courtesies

Nonverbal office courtesies include showing consideration in the use of fragrances,

avoiding annoying habits, exhibiting polite behavior on elevators, and being
considerate when using common areas and office equipment.
Here are some basic rules of courtesy that apply to most social and workplace situations:

• Greet people properly. Acknowledge them when you meet either verbally or
nonverbally, shaking hands when appropriate.
• Introduce yourself and/or other people.
• Don’t interrupt people or, if you do, say “excuse me.”
• Reply to all invitations. “Yes” or “no” is acceptable. Not responding isn’t.
• Avoid discussing sensitive or controversial matters (politics, religion) in public.
• Be on time for meetings and appointments. Apologize for being late.
• Dress appropriately. When in doubt, dress more conservatively/formally than you think
necessary.
• Don’t let the volume of your voice or laughter overwhelm other people’s conversation.
• Hold the door and the elevator for people.
• Respect people’s property.
• Respect people’s privacy. Do not ask invasive or prying questions.
• Always show your appreciation with a smile.
• Be polite to hired help like peons, drivers, delivery boys etc.
• Do not talk loudly when you talk over the phone or to your colleagues. Talk in a soft and
clear voice.
• Take instructions with grace and give instructions gracefully.
• Always be considerate. The last person to leave the office should not have to switch off
all the lights, air conditioners and computers. For example, when a photocopier runs out,
whoever used the last sheet of paper should refill it.
• When you are going to get yourself a cup of tea, coffee or a cold beverage, offer to bring
one for your co-workers as well.
Make Yourself pleasant to work with

• Don't be a whiner who is always complaining and miserable with his/ her lot in life. Do bring a
positive attitude to meetings and discussions.

• You don't have to be rude or sarcastic to say "no."

• Never use words like 'can't' and 'won't', or phrases like 'I'm busy' and 'that's not my job'.

• Do not criticize anyone. And if you get criticized, be professional about it. Do not take it
personally.

• Keep personal conversations down to a minimum and keep out of earshot of others.

• Never borrow anything from someone's desk without permission and when you do always
return it in good condition.

• Do not misuse office property. Keep your workplace orderly. Do not infringe on other people's
space.

• Be friendly with colleagues of the opposite sex but know where to draw the line. Don't get
involved needlessly in any situation which could lead to embarrassment and could potentially
damage not only your reputation, but that of the organization as well.

• Do not get indulged in office gossip or discuss delicate topics like religion, politics and money.

• Do not fidget or make unnecessary sounds which can be distracting to your co-workers.

• Use office privileges like sick leave etc thoughtfully so that you don't burden your co-workers
with extra work.
BUSINESS MEETING ETIQUETTE

Business meetings are one arena in which poor etiquette can have negative effects. By improving
your business meeting etiquette you automatically improve your chances of success. Comfort,
trust, attentiveness and clear communication are examples of the positive results of
demonstrating good etiquette. Following are the guidelines for Formal and Informal Meetings

When you’ve been invited to meet in person with a professional contact it is important to keep
a few general rules in mind to show that you respect this person and his or her time. Doing so
will help you to make a positive impression, and will make the encounter easier for all parties
involved.

Confirm your attendance as soon as possible. If for some reason you find that you will no longer
be able to attend at the previously agreed-upon time, inform the other person(s) involved
immediately and offer a sincere apology for any inconvenience.

Arrive on time. Nothing makes a bad first impression faster than being late. In fact, it is a good
idea to arrive a few minutes early to allow for any last minute preparations.

Be prepared. Know what you are there to discuss, and have any questions or ideas that you may
have thought of jotted down so you will not forget them. Bring along a pen and notepad to make
notes during the meeting when necessary. Be sure to bring any additional materials that you are
expected to have.

Knock before entering if you are meeting someone in his or her office. In this environment, do
not sit before being invited to do so.

Have cell phone turned off or set to silent mode. Do this before entering the meeting. Do not
check your phone or messages until leaving the meeting.

Actively participate in the meeting by asking questions and making appropriate comments.
However, you should avoid interrupting others or being critical or negative. Also, try to stay on
topic.

Thank others for the opportunity to meet with them.

Informal Meetings

Informal meetings are generally more relaxed affairs and may not necessarily take place in the
office or meeting room. Even so a sense of professionalism and good business etiquette are still
required

There are 7 points to be considered:

• Business etiquette demands that the person calling the meeting (henceforth ‘the chair’) should
be the most senior one or the one with the most direct or urgent interest in the topic at hand.

• The chair should decide the time, place and agenda. These details should be confirmed with
everyone to make sure all are in agreement and no inconvenience is caused.

• The chair must make the purpose of the meeting clear to the attendees, how long it will last
and what is expected of them, i.e. particular information or preparation of documents. Failing to
relay the proper information is bad business etiquette as it could cause embarrassment.

• Punctuality is a must. Keeping people waiting is considered the height of poor etiquette

• The chair should strive to ensure the meeting stays within a set framework or agenda so that it
is kept as short and effective as possible. The chair should pre-appoint someone to record the
minutes of the meeting. This can later be distributed to the attendees for reference.

• If the results of the meeting have an effect on others who were not present it is considered
proper business etiquette to inform them.
Formal Meetings

The business etiquette of formal meetings such as departmental meetings, management

meetings, board meetings usually have a set format

Here are 7 business etiquette guidelines that are applicable to any formal meeting

• Prepare well for the meeting as your contribution may be integral to the proceedings. If you
are using statistics, reports or any other information make sure it has been handed out at least
three days prior to the meeting.

• Dress well and arrive at scheduled time. Your professionalism is linked to both.

• Always remember to switch off your mobile phone.

• If there is an established seating pattern, accept it. If you are unsure, ask.

• When discussions are under way it is good business etiquette to allow more senior figures to
contribute first.

• Never interrupt anyone, even if you disagree strongly. Note what has been said and return to
it later with the chair’s permission.

• When speaking, be brief and ensure what you say is relevant.

• It is a serious breach of business etiquette to divulge information to others about a meeting.

What has been discussed should be considered as confidential.

The above principles of business meeting etiquettes are good manners and courtesy. These
principles, if adhered to, the chances of offense and misunderstandings are greatly reduced.
TELEPHONE ETIQUETTE

Many things have changed over the years, especially in the evolving world of business. One thing
has not changed though, and that is the need for proper telephone etiquette in the work place.
Proper telephone technique involves some basic common sense in which everyone who works
for an organization should use.

Oftentimes telephone calls precede face-to-face meetings with important professional contacts.
When you use proper telephone etiquette you help to ensure that the person you are talking to
will want a face-to-face meeting to take place

When placing telephone calls:

Keep the time in mind. Be familiar with the hours of operation when trying to reach someone at
his or her place of business. Avoid calling right at closing time. If you have been given permission
to contact someone at his or her personal telephone number, never call before 8 a.m. or after 9
p.m.

Be polite to everyone with whom you speak. Never be rude to administrative secretaries or
other support staff who may answer your call. Not only is it unprofessional, but you can be
assured that the person that you are trying to reach (professor, potential employer, etc.) will hear
about it and this will tarnish his or her opinion of you.

Identify yourself. Clearly state your first and last name to the person answering the call, and let
them know the reason for your call.

Ask if this is a good time to talk. Once you’ve been connected to the person for whom you were
calling, ask him or her if this is a good time to talk. This is especially important if you anticipate
that your call will last longer than a few minutes. If you know that a particular call will be lengthy,
it may be best to schedule a specific time to call.

When leaving messages on voicemail, speak in a pleasant tone, be concise and to the point, and
be sure to leave your first and last name, the current date and time, your telephone number, and
brief explanation of the purpose of your call. Be sure to speak clearly and slowly enough so the
listener won’t have to replay the message repeatedly to gather the information.
When answering calls:

Use a friendly tone and greeting. Smile as you pick up the phone and say, “Hello.” As silly as it
may sound, smiling while talking on the phone affects the way you speak, causing you to sound
more pleasant.

Speak clearly. Avoid eating or chewing gum while on the telephone, as the sounds will be
amplified to the person on the other end of the phone. Hold the telephone about two finger
widths away from your mouth to ensure that you do not sound muffled. Be mindful of the volume
and speed of your speech.

Always ask permission before placing someone on speaker phone or on hold. These features
should only be used if absolutely necessary.

End calls on a pleasant note. Thank the person for calling you and wish them a nice day.

Your voicemail: Make sure that the recorded message on your voicemail is professional sounding
in case you should happen to miss a call from a professional or business contact. Make sure the
message is polite and states your name. Avoid being funny or clever on your outgoing message,
and do not use slang. Return all calls as soon as possible.
Here are some basic guidelines for proper usage of telephone

• Identify yourself immediately to the other person.

• Focus yourself clearly on the purpose of the call and the person you are speaking with. Don't
try to do things like opening a mail or talking with someone in the room in the course of your
telephone conversation.

• Don't eat or drink while you are on the phone. You may not be aware of how well the person
at the other end of the line can hear you chewing or swallowing and the impression you leave
will not be a good one.

• Be prepared before you dial, know the reason for your call and be ready to discuss.

• When leaving a message for someone you have called, speak slowly and clearly. Leave your
name, contact number and a brief message.

• If you need to transfer a call, explain the reason for the transfer to the caller. Monitor the line
to be certain that the transfer was completed successfully.

• When you call someone, ask if they have a moment to talk with you rather than assuming that
they have enough time to talk to you.

• All incoming calls should be answered in a timely manner.

• If you get the wrong number, apologize to the person who answers the phone, do not just hang
up. This is especially important nowadays when people have Caller ID's on their phone lines. All
they have to do is to check their device to find out who just rudely hung up on them.

• Sometimes you may be required to answer someone else's phone while they are away from
their desk. The best response is to take a message. Be sure there are phone message pads and
pen where you answer the phone. Ask for the caller's name, contact number (repeat for
accuracy), reason for the call and the best time to return the call. Add your name or initials, and
the date and time of the call to the message.
VOICE MAIL ETIQUETTE

Voicemail is a digitally recorded message. When you dial someone and they aren't there, you
record into a digital mailbox a digitally stored voice message to be retrieved by the owner of the
mailbox.

Etiquette Guidelines for Using Voicemail in Business Communications

Voice mail, too, requires its own etiquette and attention to detail to maintain a professional
image. Using voice mail productively and properly, when managing conversations, will help you
be a more effective business professional. Voice mail is, in essence, the keeper of your return
calls and messages. Voice mail allows you to receive business-related messages, even if you are
not available. It is a great tool, because you can use the caller's tone as an indicator of sentiment,
which you cannot always get from a text or e-mail; you know instantly on a voice mail if you are
receiving a complaint or good news. Let's begin with the basics of voice mail etiquette and then
move on to other important related topics.

The basics of voice mail:

• You should always identify yourself and your company on a voice mail and move quickly
to the point. Let the message recipient know you value their time.

• When you leave a voice mail, you should state your name, company, the date and time
of your call, and a callback number.

• When leaving a voice mail, you should speak exactly like you do to someone else who is
in the room. Using appropriate volume, speak clearly, and speak slowly so the person on
the other and can understand what you have said

• Voice mail etiquette is also combined with general phone etiquette.

• Voice mail should be simple to use, whether you use a desktop voice mail system, a digital
version from your phone carrier, or your cell phone carrier

• Speak slowly and clearly when you leave a voice mail. The recorded message may not be
as clear as a face-to-face conversation, or a direct call.

• Avoid leaving too much information on a voice mail. Just the pertinent facts..
Here are some tips for updating your voice mail to present a professional business image

• Update your voice mail recording routinely.

• Update any information about your business or contact information.

• Make sure to thank the caller for their call; let them know their call is important to you;
include your name, company name, and a statement that you will return their call as soon
as the opportunity presents.

Voice Mail Etiquette Tips

Good telephone etiquette is important in demonstrating a professional image to the public and
your colleagues. Following are voice mail etiquette tips.

• Determine if it is even necessary to leave a message. Never ask a person to call you back,
if you can provide them with information that eliminates the need for them to call you
back. Also, do not leave a message, if you are going to tell the person you will try them
later. It only wastes additional time. Never ask a question on voice mail that they can find
the answer to before calling you back.

• Do not eat, drink, or chew gum when leaving a voice mail, or when talking on the phone.

• Identify yourself immediately on a call or voice mail. "Hello, this is Rahul with AXIOM
Printing."

• Leave your call-back number. Even if you assume the caller has your phone number,
leave it on the voice mail. They may not have it handy, or may not remember off the top
of their head.

• Anticipate leaving a voice mail and plan your message. Determine your message in
advance and know the key points you want to get across. Write down your message, if
necessary. Limit your message to only a few points per message, so it is not lengthy.

• Speak slowly and clearly when delivering your message. Give the listener time to process
information and write it down, if necessary. Be aware that it may be difficult to figure out
a phone number that is said too quickly, or cannot be distinguished.

• Speak clearly when saying your name, phone number and other important information.
Even with great technology, voices can be distorted when leaving recordings.
 • Be careful what you say. Remember, your voice message is being recorded and can be
forwarded to others via e-mail with one click. Think about what you say, and the tone you
use

• Be brief and clearly expressed. Get to the point quickly and end the call.

Summary, reminders, and takeaways

Voice mail requires its own etiquette and attention to detail to maintain a professional image.
Using voice mail productively and properly will help you be a more effective business
professional. You should always identify yourself and your company on a voice mail and move
quickly to the point. Let the message recipient know you value their time. When you leave a voice
mail you should state your name, company, the date and time of your call, and a call-back
number. There are several different perspectives on the future of voice mail, with new emerging
technology. Usage of voice mail is decreasing nationally for major corporations. For individuals,
it is still an effective way to manage a small number of calls, but rapidly grows to an ineffective
way to do business for large corporations
E-MAIL ETIQUETTE: Netiquette

E-mail is a form of communication that most of us are familiar with, but writing a professional e-
mail should be approached much differently than writing an e-mail to a friend or family member.
When using e-mail for communication with businesses, potential employers, professors, or
people that you have never met before, take these tips into account:

Have an e-mail address that is mature and professional-sounding Be aware of what image your
e-mail address conveys to others. Using your first and last name, or initials and last name, etc.
are safer bets

Include an appropriate subject line. In the subject line of the e-mail, include a short and to the
point description which accurately reflects the subject of the e-mail. Appropriate subject lines
help recipients sort and locate specific e-mails in their inboxes; subject lines such as “Hello” do
not serve any function.

Use your manners! Say please and thank-you in the appropriate places throughout your e-mail.
If you don’t, you will come across as disrespectful or rude

Address your recipient appropriately. Business e-mails should contain the recipient’s name. Be
sure to use formal titles (Mr., Mrs., Ms., or Dr.) unless the recipient has asked you to use his or
her first name. If you are unsure whether a female recipient is married or not, use Ms.

Be aware of your tone. You want to sound friendly and approachable in e-mails. Proofread (or
have someone else proofread) your business e-mail before sending to make sure that your tone
does not come across as disrespectful, aggressive, or demanding. Remove emotion from your e-
mail correspondences; never use e-mail to convey anger or annoyance. Do not type in all capital
letters, as IT APPEARS AS THOUGH YOU ARE SHOUTING. Using all lowercase letters is also
inappropriate.

Get to the point. Try to keep your e-mail brief, while still getting your point across. Don’t ramble
or repeat information, but also don’t sound too short with the person. Be friendly and clear, but
get to the point. When replying to someone else’s e-mail, be sure to provide answers to any
inquiries they made to save time and eliminate the need for follow-up e-mails.

Avoid emoticons, abbreviations, and fancy formatting. Emoticons (such as smiley faces) do not
convey professionalism in an e-mail. Abbreviations that are now common (LOL, TTYL, “U” instead
of “you,” etc.) also appear unprofessional, and may not be understood by everyone. Fancy fonts,
formats, and layouts can be distracting, so it is best to stick to plain text when composing a
professional e-mail.
Use proper spelling, grammar and punctuation. Misspelled words and improper use of grammar
and punctuation look unprofessional. Proofread (or have someone else proofread) your message
before sending; do not rely on spell check alone!

Include your full name at the bottom of your e-mail. This will ensure that the recipient knows
who has sent them the e-mail. It is also a good idea to have your contact information in your
signature, including your postal mailing address and phone number.

Reply quickly. When someone sends you an e-mail that requires a response, be sure to reply
within 24 hours. If possible, reply as soon as you receive their e-mail. If it will require longer than
24 hours for you to appropriately respond to the e-mail, at least send a reply to the person
acknowledging their e-mail and stating that you are working on acquiring necessary information
to respond properly.

Do not send or forward jokes, chain letters, virus hoaxes, etc. Do not e-mail this type of material
to your professional e-mail contacts. It is unprofessional and wastes the time and inbox space of
the recipient. Additionally, never send or forward an e-mail that contains potentially offensive,
obscene, or defamatory content.

Take care with confidential information. Keep in mind that e-mail is not guaranteed to be
confidential. If you need to relay sensitive information, it may be best to handle it in person.

Here are some rules one should follow for writing and Forwarding e-mails

• Don’t forward anything without editing out all the forwarding >>>>> i.e other e-mail addresses,
headers, and commentary from all the other forwarders. If you must forward, only forward the
actual content of the e- mail that you feel is valuable.

• If you cannot take the time to write a personal comment at the top of your forwarded e-mail
to the person you are sending to, then you should not forward it at all.

• If you must forward an e-mail to more than one person, put your e-mail address in the To: field
and all the others you are sending to in the Bcc: field to protect their e-mail address from being
published to those they do not know. This is a serious privacy issue.

• Use the Subject field to enter a clear concise indication of what the e-mail is about. This is a
very useful field and can be helpful to the recipient if used judiciously, so make it informative.

• Avoid mixing subjects in your email. Unless otherwise needed by your superior or work culture,
mixing subjects in one e-mail message might confuse your readers.

• Avoid sending copies or forwarding emails to persons not directly involved in the subject
matter.
• Think carefully before you decide to click "reply to all".

• Do not request a delivery receipt or that the email has been read unless such information is
vital.

• Keep the contents clear and to the point.

• Always proof read your e-mail prior to sending it. It may take you a minute or may be ten but
you shall at least be sure that the message you sent is free of grammatical, vocabulary and
appropriate usage errors.
BODY LANGUAGE

Body language is a form of non-verbal communication. It uses stylized gestures, postures, and
physiologic signs which act as cues to other people. Humans, unconsciously, send and receive
these non-verbal signals all the time. Studies show that your words account for only 7% of the
messages you convey. The remaining 93% is non-verbal. 55% of communication is based on what
people see and the other 38% is transmitted through tone of voice. So in a business setting,
people can see what you are not saying. If your body language doesn't match your words, you
are wasting your time.

Consider this, someone starts to tell a story and you sigh and roll your eyes - your body is telling
that person that you're not interested in their story and find it boring. If, on the other hand, you
make eye contact with them while they are talking and nod or smile in response to what they are
saying, your body is telling them "I'm paying attention to what you are saying and find your story
interesting."

The following Guidelines shall help in checking your Body Language:

Maintain Eye Contact: Eye contact is powerful way to communicate. When one looks at the
other person, you show interest. When you fail to make eye contact, you give the impression
that you are not interested. But how much eye contact is important?. One should maintain eye
contact about 60% of the time in order to look interested, but not aggressive.

Facial Expressions: Facial expression is another form of nonverbal communication. A smile

sends a positive message and adds warmth and an aura of confidence. Others will be more
receptive if you remember to check your expression.

Relaxed Mouth: Your mouth gives clues, too, and not just when you are speaking. Mouth
movements, such as pressing your lips or twisting them to one side, can indicate that you are
thinking about what you are hearing or that you are holding something back.

Alert & Interested Posture: The angle of your body gives an indication to others about what's
going through your head. ‘Leaning In’ says, "Tell me more." ‘Leaning Away’ signals you've heard
enough. Adding a nod of your head is another way to affirm that you are listening. Posture is just
as important. Sit or stand erect if you want to be seen as alert and enthusiastic. When you slump
in your chair or lean on the wall, you look tired. No one wants to do business with someone who
has no energy.

Visible hands and their movements: Control your hands by paying attention to where they are.
In the business world, particularly when you deal with people from other cultures, your hands
need to be seen. This means that you should keep them out of your pockets and you should resist
the urge to put them under the table or behind your back. Having your hands anywhere above
the neck, fidgeting with your hair or rubbing your face, is unprofessional too.

Maintaining appropriate Distance: The distance you keep from others is crucial if you want to
establish good rapport. Standing too close or "in someone's face" will mark you as pushy.
Positioning yourself too far away will make you seem standoffish. Neither is what you want so
find the happy medium. Most importantly, do what makes the other person feel comfortable.

You may not be aware of what you are saying with your body, but others will get the message.
Make sure it is the one you want to send. Standing or sitting up straight, appearing confident,
looking at people in the eye, and having a smile or pleasant expression gives people the
impression that you are polite, confident and pleasant. Scowling, crossing your arms, slouching,
or staring off into the distance may make people think that you are angry, unapproachable, or
disinterested. The next time you're in a social setting, ask yourself what your body language is
saying to people.

As a speaker, your movements, gestures, eye contact and facial expressions all send out
messages to other people. Misunderstanding and confusion occur when your body language
does not support what you are saying.
Proper way to make Introduction:

• State your first and last name when introducing yourself.

• Wear nametags on the right side of your shirt when at a function where nametags are
being used. This makes it easy for others to view the nametag as you are shaking hands.
• Keep your right hand free for shaking hands. During an introduction, stand up if you are
not already doing so. Always extend your right hand to shake hands with the other person.
When you shake hands with someone, the web of your hand (the area between your
thumb and forefinger) should touch theirs. Your grip on their hand should be firm, but
not uncomfortable. Handshakes typically should last around 3 seconds and consist of 3
up-and-down shakes.
• Maintain eye contact with the person to whom you are introducing yourself, or to whom
you are being introduced, until the introduction is complete. Remember to smile.
• Make a closing statement at the conclusion of your conversation such as, “It was a
pleasure to meet you.” Never simply walk away after an introduction.

Conversing:

Use proper grammar and vocabulary. When conversing with others in a professional
environment, be sure to speak in a grammatically correct manner, avoid the use of slang words
or phrases, and never use foul language.

Show interest and respect by using good listening skills. Look at the speaker while he or she is
speaking to you, and give that person your full attention. Do not interrupt. Stay focused on what
the speaker is saying. When it is your turn to speak, make comments or ask questions about that
topic. This will let the other person know that you were in fact actively listening.

Avoid topics that could be controversial. A meeting with a professional contact is not the time
to debate controversial subjects. Topics that should be avoided in conversations with business
contacts include: religion, politics, money, and illegal or questionable activities. Also remember
keep romantic details and details involving health conditions within the bounds of good taste.

Stick to safe topics when making small talk with professional contacts. Examples of safe topics
include: the topic of your meeting or the event you are attending, current events, and books and
articles which relate to the industry in which the other person is involved.

Don’t forget your body language. When engaged in a conversation with another person, it is
important to make sure that your non-verbal communication is just as positive as what you are
verbally stating. Good posture, head-nodding, eye contact, and smiling all convey positive
messages. Tightly crossed arms, fidgeting, slumping, leaning on objects, and looking away from
the other person all indicate something negative (you appear uncomfortable or disinterested.)
BODY LANGUAGE

Body language is a form of non-verbal communication. It uses stylized gestures, postures, and
physiologic signs which act as cues to other people. Humans, unconsciously, send and receive
these non-verbal signals all the time. Studies show that your words account for only 7% of the
messages you convey. The remaining 93% is non-verbal. 55% of communication is based on
what people see and the other 38% is transmitted through tone of voice. So in a business
setting, people can see what you are not saying. If your body language doesn't match your
words, you are wasting your time.

Consider this, someone starts to tell a story and you sigh and roll your eyes - your body is telling
that person that you're not interested in their story and find it boring. If, on the other hand, you
make eye contact with them while they are talking and nod or smile in response to what they are
saying, your body is telling them "I'm paying attention to what you are saying and find your story
interesting."

The following Guidelines shall help in checking your Body Language:

Maintain Eye Contact: Eye contact is powerful way to communicate. When one looks at the other
person, you show interest. When you fail to make eye contact, you give the impression that you
are not interested. But how much eye contact is important?. One should maintain eye contact
about 60% of the time in order to look interested, but not aggressive.

Facial Expressions: Facial expression is another form of nonverbal communication. A smile sends
a positive message and adds warmth and an aura of confidence. Others will be more receptive if
you remember to check your expression.

Relaxed Mouth: Your mouth gives clues, too, and not just when you are speaking. Mouth
movements, such as pressing your lips or twisting them to one side, can indicate that you are
thinking about what you are hearing or that you are holding something back.

Alert & Interested Posture: The angle of your body gives an indication to others about what's
going through your head. ‘Leaning In’ says, "Tell me more." ‘Leaning Away’ signals you've heard
enough. Adding a nod of your head is another way to affirm that you are listening. Posture is just
as important. Sit or stand erect if you want to be seen as alert and enthusiastic. When you slump
in your chair or lean on the wall, you look tired. No one wants to do business with someone who
has no energy.
Visible hands and their movements: Control your hands by paying attention to where they are. In
the business world, particularly when you deal with people from other cultures, your hands need
to be seen. This means that you should keep them out of your pockets and you should resist the
urge to put them under the table or behind your back. Having your hands anywhere above the neck,
fidgeting with your hair or rubbing your face, is unprofessional too.

Maintaining appropriate Distance: The distance you keep from others is crucial if you want to
establish good rapport. Standing too close or "in someone's face" will mark you as pushy.
Positioning yourself too far away will make you seem standoffish. Neither is what you want so
find the happy medium. Most importantly, do what makes the other person feel comfortable.

You may not be aware of what you are saying with your body, but others will get the message.
Make sure it is the one you want to send. Standing or sitting up straight, appearing confident,
looking at people in the eye, and having a smile or pleasant expression gives people the
impression that you are polite, confident and pleasant. Scowling, crossing your arms, slouching,
or staring off into the distance may make people think that you are angry, unapproachable, or
disinterested. The next time you're in a social setting, ask yourself what your body language is
saying to people.

As a speaker, your movements, gestures, eye contact and facial expressions all send out
messages to other people. Misunderstanding and confusion occur when your body language
does not support what you are saying.
Nonverbal communication includes facial expressions, head movements, eye contact, hand
gestures and body positions. In general, body language expresses an individual’s emotions,
feelings, and attitudes.

Posture

The way you position your body can indicate your feelings.

EXAMPLE

When you are sitting:

• Slouching can indicate low self-esteem or disinterest.

• Sitting at an angle or facing away from a person during a group discussion, appears rude and
indicates that you want to leave.

• If you are interviewing someone and are leaning back on your chair, it can indicate boredom.

• If you are involved in discussions and are seated, crossing your arms could be interpreted as
not being open to others’ ideas.

When you are standing:

• Shifting your body weight from one foot to another can indicate impatience.

• Standing with your arms crossed creates a barrier between you and the listener.

Take note of the listener’s posture:

• Leaning forward slightly, indicates keenness and interest.

• Leaning back a little will show the listener is relaxed, but leaning back too far can be interpreted
as not being interested.

• Leaning back with your hands behind your head indicates contemplation, or scepticism.
Movements

Movements convey meaning and attract attention. They can be used to enhance oral
communication, but keep these points in mind:

• Appropriate Movements

Make sure movements are appropriate. If you are talking about something serious, do not wave
your arms around wildly.

• Distracting Movements

Your movements should never distract attention from your speech. If you make too many
movements, your audience may pay more attention to your appearance than to what you are
saying.

• Excessive Movement

Excessive movement can give the impression that you are out of control. Pacing up and down a
stage could indicate nervousness.

• Artificial Movements

Your movements should look natural and spontaneous. Artificial movements and over-use of
bodily movements will have a negative effect on the audience. If your movements look forced
and unnatural, the audience may not believe what you are saying.

Gestures

A gesture is a form of non-verbal communication made with your hands, and can be used instead
of verbal communication or in combination with it.

It is important that you know the following:

• Gestures are only effective if they are meaningful and expressive. If you want to emphasise that
you are here, it is meaningful if you point downwards when you say “here”.

• You should only use gestures if they contribute to the impact of the message. Putting your
hands together as if in prayer could be eff ective if you were pleading for something, but would
be ineffective if you were demanding something.

• Gestures should be natural, open and free and not used too much. An abrupt and nervous
gesture is ineffective and will detract from the effectiveness of your message.
WRITTEN COMMUNICATION MANNERS

While written communication affords greater flexibility, since it can be edited and both
composed and read at leisure or at one's pace, a great deal of care needs to be taken, in order
to ensure its effectiveness; as it can serve as a point of reference, which one can turn to time and
again, thus creating a more lasting impact.

Writing an email, speech or a presentation... remember these simple rules

Focus on formats

The various formal writing forms have a pre determined, universally accepted format that
accompanies them. This format, which is largely based on universal writing conventions, serves
to facilitate communication, by eliminating miscommunication that may result through random
writing styles. Moreover, these formats are likely to change with time, due to the evolving nature
of communication and/or technology. For example, the semi block format that was earlier the
most relied upon format for letter writing has now given way to the full block format, after the
wide spread use of computers.

Structuring of the content

Introduction, Body and Conclusion: While writing one should ensure that the content is well
organized, with the overview/basic details comprising the introduction; all major points with
their explanation and exemplification constituting the body (preferably divided into a separate
paragraph each for every new point, with titles and subtitles, if necessary) and drawing together
of the argument/charting out future possibilities, in the conclusion.

Ensuring connectivity

The content that comprises a piece of writing should reflect fluency and should be connected
through a logical flow of thought, in order to prevent misinterpretation and catch the attention
of the reader. Moreover, care should be taken to ensure that the flow is not brought about
through a forced/deliberate use of connectives (like therefore, also, but etc.), as this make the
piece extremely uninteresting and artificial.

Tempering (modify) the content as per the level of formality

The level of formality that is shared between the sender and receiver should define the use of
salutations, the vocabulary, the content, the format and even the medium. Though not integral
to the matter communicated, this courtesy helps in creating a balanced impression about the
communicator.
Steering clear of short forms

People may not be aware of the meaning of various short forms and may thus find it difficult to
interpret them. Moreover, short forms can at time be culture specific or even organization
specific and may thus unnecessarily complicate the communication.

Importance of grammar, spellings and punctuation

Improper grammar can at worst cause miscommunication and at least results in unwarranted
humor and should be thus avoided. So too, spellings can create the same effect or can even
reflect a careless attitude on part of the sender. Often people resort to a mixed use of British and
American spellings, which again affects the impact that the communication creates (an issue
which can be avoided by setting the language of the laptop/computer to English (UK) or English
(US) as desired).

Finally, effective use of punctuations facilitates reading and interpretation and can in rare cases
even prevent a completely different meaning, which can result in miscommunication, from
evolving.

Sensitivity to the audience

One needs to be aware of and sensitive to the emotions need and nature of the audience in
choosing the vocabulary, content, illustrations, formats and medium of communication, as a
discomfort in the audience would hamper rather than facilitate communication.

Importance of creativity

In order to hold the readers' attention one needs to infuse creativity to break the tedium of
writing and prevent monotony from creeping in.

This is especially true in the case of all detailed writing that seeks to hold the readers' attention.
Creativity however does not involve only humor or being insensitive to the reader(s) and defines
the 'style' of the communicator.

Avoiding plagiarism

Any source from which matter has been taken, whether verbatim (exact same words) or as a
summary (in the latter case if the idea is drawn upon or the matter is large), should be
acknowledged by providing references or quotes either in the body of the text or at the end
through footnotes, a reference list or bibliographical details.
Avoiding categorical/opinionated points of view: Paying attention to categorical/opinionated
points of view in the context of written communication becomes in fact all the more crucial, as
unlike in oral communication, where a reference to them might prove transitory/may not be
noticed, in written communication, it serves as a recorded statement that can be referred to time
and again, resulting in greater alienation of the audience.

Avoiding excessive use of jargon

Excessive use of jargon can put off a reader, who may not read further, as, unlike a captive
audience, the choice of whether to participate in the communication rests considerably with the
reader.

On the flip side, it can be argued that in written communication, dealing with jargon may be
simpler, as people have a dictionary/reference point, which they could use to decode the
information or they could peruse it at their own pace.

This however does not mean you can overlook the negative impact that excessive jargon can
cause.

Awareness of the audience/medium

The medium needs to be chosen, as per its suitability to the audience/content; while the content
would need tempering (modify) as per the medium/audience. For example, while an elaborate
message can be sent via a letter or an email, an sms, the same content may have to be heavily
edited.

Like all effective communication, good writing could be said to occur when the gap between
'what one desires to say and what one is constrained to mean' is negligible or almost non-
existent; and though the scope to edit, rewrite and re-read may add a certain degree of
effectiveness to writing, the words of Nathaniel Hawthorne effectively echo the real challenge
involved in the task 'Easy reading is damned hard writing'.
Essential tips to having proper written communication

1. Be courteous. Write to someone how you would address them in person and be polite.

2. Capitalize the first letter in each sentence.

3. Use complete sentences.

4. Be formal and address the person by their name.

5. Be direct and clear in your writing. Get to the point of your communication and don’t
feel like you need to add additional sentences to make it longer.

6. Reread your response before finalizing it. This will lessen the likelihood of you having
spelling or grammar errors.

7. Conclude your response with a closing ‘thank you’ or ‘sincerely’. Make sure you end with
a proper goodbye.

8. Remember your written response is quotable and can be easily referenced. Unlike a
spoken word, a written statement can more easily be traced back to you. Make sure
what you are writing you would also be willing to say to someone’s face.

9. Know the appropriate time to communicate in writing versus by phone or in

person. Sometimes it is more appropriate or effective to have a conversation in person
or by phone. Don’t be afraid to pick up the phone or ask if an in-person interaction
could occur instead.

10. Know when to ask for help. If you are sending an important written document, ask a
peer for advice or have them review it. Written correspondence can be casual or
professional. Your written communication can be a way to impress the person you are
writing to and show them your professionalism. It can be a way to communicate to a
larger group of people in a more efficient way
What Are Travel Etiquettes?

The word “etiquette” refers to a group of rules and codes to behave or how to do different things
in a proper way. These actions or behaviors are accepted by the whole society. But, remember
that some “etiquettes” vary from one place to another. So, travel etiquettes are those guidelines
and customs which control the way a person should behave when traveling.

International Travel Etiquettes Tips

Nowadays you have the opportunity of traveling and knowing different cultures. Also, you have
the chance of showing your own manners and have a cultural exchange. But, do you really know
some of the most important international travel etiquettes? After reading this, you will have an
idea of the things you should take into account when traveling abroad. Here you have some tips
to follow:

Learn a little bit about their language

It is well known that English is a worldwide language. But, in some countries, it is valued in a
positive way the effort from the visitor for learning at least a few words in the local language.
For example, you could learn how to say please, thank you, hi or goodbye.

Be careful with gestures

Body language is a good way to communicate with other people. But, you have to keep in mind
that gestures are interpreted in different ways depending on the country you are in. Taking a
moment in silence is a good idea too. You can meditate on the conversation and look for polite
words to give the right answer or ask something correctly.

Giving a tip or not

After a business dinner, it is really common to leave a tip on the table. But, in
some Asian countries, it is considered as an insult or a negative insinuation. It can mean that you
are considering that the person that is receiving the tip has a low economic level. In some other
countries like the USA, Canada, Mexico, or Austria it is almost mandatory. This represents a
significant part of their salary.

Presents

Giving a gift from your country is considered kind and polite depending on the type of present.
If you are the one that is receiving it, be aware of the etiquettes in that country. In some places
is incorrect to open the gift in front of the person that is giving it.
Good Manners While Traveling

When traveling, it is necessary to have good habits such as politeness and respect. Since you are
a visitor and not a resident, it is very important to make a good impression. If locals recognize
you as a good person, they will be open to you. You need to give them a good image from your
country, remember you are representing it.

• Means of transportation

When you are on a bus, train or subway wait for the other passenger to get in, and do not put
your feet or your bag in the seats. If you see old people or a pregnant woman, try to offer your
seat. When you sneeze, be careful with the direction you do it. When talking, moderate the
volume of the conversation and avoid talking on the phone. If you travel by plane be aware of
the safety rules. Do not kick the seat in front of you and if you are traveling with kids, try to
control them. It will be best for everybody.

• Restaurants

During the dinner be discrete with the eating habits of the others. Remember that there are
vegetarians, vegans or just people from a country where eating meat is not allowed. Try to finish
what you were served and if you want something that is leftover, you can ask for it. Also, avoid
using the mobile phone on the table at all. It is impolite!

• Business Travel Etiquettes

There are specific travel etiquettes, for example, business travel etiquettes. These etiquettes are
codes that you should consider the next time you go on business travel. During the whole trip,
you must remember that you are traveling for business. It means that your boss chose to
represent your company. So, you have the responsibility to do it in the best way

• Personal Activities

First, you need to consider the time you spend on your personal activities. It is OK if you take
some rest; actually, sometimes it is necessary. But keep in mind that it is not a personal trip. So,
you should manage your time to cover all the activities that were designated to you. Avoid
recreational activities. Use your free time to organize your next meeting or presentation.
 • Punctuality

Try to always be punctual and to get ready on time. Remember that you are representing a
company. Being on time is a very important etiquette to consider since you are on business travel.
If the meeting is close to your hotel, try to leave at least 20 minutes before. You will be prepared
in case there is a setback. If you do this, you will also have time to prepare your speech, make an
important call or even take a cup of coffee or tea before starting the reunion. In business matters,
is always better to be earlier than being late

• Clothing

Another business travel etiquette you need to take into account is the way you dress up. Your
clothing should talk by itself when traveling for business. It means you need to wear professional
clothing all the time no matter where you are or what you are doing. Also, it is recommended to
pack in a handbag all the essential things you would need every time you have a meeting. So, in
case your suitcase gets lost, you will keep those important items with you

• Around colleagues

Although there are some meetings that include having lunch or dinner, do not forget you are
representing a serious work team. Those meetings are a little bit informal sometimes, but they
are still part of your job. Avoid very informal talks or behaviors while you are at the meeting. It is
always recommended to look for information about rules and customs to eat. Remember that
there are countries with different etiquettes even for eating. You will avoid embarrassing
situations during your trip if you have basic notions about this topic Avoid smoking and drinking
alcohol with your colleagues. Business trips with colleagues sometimes turn into informal trips.
But you need to focus on your job and avoid those kinds of behaviors that could end up in
something bad for your career.
What Are Travel Etiquettes?

The word “etiquette” refers to a group of rules and codes to behave or how to do different things
in a proper way. These actions or behaviors are accepted by the whole society. But, remember
that some “etiquettes” vary from one place to another. So, travel etiquettes are those guidelines
and customs which control the way a person should behave when traveling.

Business Travel Etiquette

When travelling for business, you are not only representing yourself, but your department,
your company, and your country. Thus, etiquettes matter.

Each country has a unique culture, and understanding proper business etiquette not only
improves the first impression you make; it also makes the trip a more enjoyable and successful
experience overall.

The Do’s and Don’ts of Business Travel

When you represent your employer, different employers have different rules on business travel,
and they may even have unspoken expectations on what is acceptable behavior when traveling.

To help point you in the right direction, here are some dos and don’ts when on a business trip.

The Do’s of Business Travel

• Use local languages

It’s not necessary to become fluent in the native language of the country you are travelling to,
but knowing some of the basic phrases will help. Learn common terms like hello, good morning,
good night, thank you, see you soon, etc in their native tongue.

• Wear appropriate attire

It’s critical to know how to dress for success during international business travel. Doing business
abroad requires respect, so presenting yourself in an appropriate manner is essential. Pay
attention to foreign countries that have strict standards for attire.

• Make a good introduction

Pay attention to the way people communicate and become familiar with prefixes, titles, and
hierarchies to introduce yourself and others. The Indians greet by Namaste or hand shake
 • Appropriate dinning & drinking manners

Practice basic table manners and do keep a focus on conversation at the table. Typically, it is best
to avoid alcohol unless the host partakes or there is already a friendly business relationship
established.

• Keep business card handy

To abide to a professional standard, keep your business cards in a card holder to keep them crisp
and clean. Try to find out if a specific country requires the cards to have multiple languages on
them.

The Don’ts of Business Travel

• Don’t be late

Try to always be punctual and to get ready on time. Remember that you are representing a
company. Running late is not good manners and its not even appreciated if you’re a CEO. In
business matters, is always better to be earlier than being late.

• Behavior with colleagues

Do not forget you are representing a serious work team even while on a business trip. Be
conscious as to what you say as words can be minced or misconstrued by others. Do not
badmouth colleagues, bosses or indulge in any office politics.

• Don’t break rules or regulations

Always respect local traditions, and abide by the rules. Hence, always abstain from over
drinking and driving, obey traffic laws, dress appropriately and pay close attention to other
rules followed by the locals.

• Don’t interrupt others

When you have a great idea, it can be tempting to blurt it out. Do not do this. Demonstrating
you are an attentive listener is the backbone of diplomacy.

• Don’t be glued to your phone

No matter how attached we’ve become to our smartphones, there are times when you need to
listen to other and put your phone down. Texting or surfing the Internet on your phone during a
meeting is plain rude. Switch it to silent or turn it off completely.

Business Travel Etiquette Tips: Country-By-Country

If you do business with companies from other countries, you must understand how
international business etiquette varies from place to place. There’s a whole world of
information out there about international business etiquette.

Here, it has been travel-sized for your convenience.

• India

Both Hindi and English are the official languages of India. Always shake hands with your right, as
the left hand is used for taking care of other business. Similarly, if out for a business lunch and
eating with your hands, which is quite usual, don’t eat or pass food or drink with your left. Also
expect negotiations to take a while, as it will be viewed by senior management officials

• Japan

Bowing is a typical way of greeting each other. Handshakes sometimes occur, but you should let
the Japanese person initiate it. Japan is especially sensitive to the word “no.” It is customary to
respond with “yes” even if you disagree with what is being said. The senior member of the group
often leads the business meeting, while younger members, out of respect, speak less.

• France

It’s important to make appointments for both business and social occasions. It is not polite in
France to drop in on someone unannounced. Fashion and appearance are much more
important in France than in most other countries in the world. Business gifts are usually not
exchanged at the first meeting.

• The United Kingdom (UK)

Britishers come with certain poise, so when conversing with the British, try saying “please,”
“thank you” and “sorry” frequently, as this is considered polite. The British often don’t retain
eye contact during a conversation.

• The United States of America (USA)

It goes without saying that you should not waste someone’s time or you will quickly lose respect.
Americans work under a lot of pressure to produce results. Be prepared to be flexible with your
time. Americans work long hours and take little holiday. Be sure you have an understanding of
American sport, culture and politics.

Travel Global With Impressionable Skills

With business borders expanding, following a country’s business etiquette is not only good
manners – it’s good business. Mastering the art of successful business travel can be daunting,
but with some modifications in protocols, you can demonstrate effective business skills while
on the go.

Stay Safe & Sound

Part of preparing for your trip is to know what is correct or not talking about your behavior. You
should search for information about the local rules and codes of behavior that may affect your
personal safety while being in that country. Here are some safety tips that you must know before
traveling to enjoy your trip and be safe at the same time

1. Carry your passport stuck to your body. There are money belts where you can put not only
your cash or cards but also your passport. This is a great option in case you do not want to carry
a big purse. Do not worry if you do not have a money belt, try to use a shoulder bag. Put it across
your body and keep the bag in front of you. You can put your passport in an inside pocket and
keep it closed all the time

2. Make sure you have the emergency numbers of the place where you are. You never know
when you will need any of these numbers. It is important to have them in a place where you or
your family members can find them easily

3. If you are traveling alone; avoid using your cell phone, tablet or camera in public spaces. You
never know what kind of persons are around you and what their intentions are. Try not to call
the attention using those expensive electronic devices

4. Do not go to places far from the touristic ones. At least you go with a native, avoid those
places where you can get lost or robbed. Do not go anywhere if you do not know how to come
back to your hotel

5. Try to carry your own first aid kit. In case you get a headache, stomachache or you get dizzy
you will have the possible solution in your bag. You never know when you will need to take those
magic pills that make you feel better
How to Organize a Social Event for Your Business

Almost every business and company hopes to organize one or more high-quality, high-impact
annual events and invests a lot of money and effort in them. But why are these events so
important? What are their benefits? How should they be organized? Here you will find all the
answers and key factors for making your event a success.

What is an event mainly for?

Regardless of the type of event chosen, a conference, all-day event, meeting, etc., company
events and meetings are very powerful and effective communication tools. Their main purpose
is to establish, promote and intensify personal contacts, both inside and outside the company.
This is what is known as networking.

Networking is a key factor in any company’s growth or development strategy since, among other
things, it permits the company to gain recognition and prominence in its sector, increase sales
and explore new lines of business.

Other additional benefits

Along with facilitating and promoting face-to-face relationships, company events have another
series of benefits, such as:

• Improving the working environment and promoting relationships between employees

who work at the same company.

• Generating and disseminating corporate content.

• Promoting business and sales.

• Giving out awards for achievement and recognizing successes

How to organize an event properly

Although it may seem simple beforehand, organizing an event effectively is indeed not an easy task. To
consider an event a success it must serve to create valuable contacts and achieve other objectives, such
as increasing sales, generating value-added content and offering a positive image of the company
organizing it.

Another basic issue is controlling the costs and making the budget fit the objective of bringing a positive
return on investment.

Top hints and strategies

Below is a list of what seem to us to be the most appropriate strategies and hints for ensuring
success when organizing any type of event.

1. Define the objectives properly

List the objectives of the event in the greatest detail possible, as it is essential to be able to
measure them qualitatively and/or quantitatively so that the event can then unfold easily and
smoothly, reflecting the message that it is intended to convey.

2. Give priority to the content not the container

Rather than the place and the stage on which it will take place (which is known as the
container), what is really important in an event is the subject matter that will be dealt with and
the way it is handled, in other words, the content.

Good content will help you to make and maintain quality contacts and achieve real profitability
and effectiveness.

3. Use technology

Today, the technology that is applied to events is highly developed and can give really
spectacular results both for the creation and the dissemination of content and in the aesthetics.

The possibilities are endless and are constantly changing: 3-D videos, high-quality
videoconferencing, online classes, mapping, etc. These techniques open up a wide spectrum of
original and imaginative possibilities and new formats.

4. Maintain a flow of communication

Not only is the event itself important, it must also create a constant flow of communication,
which is very easy to do these days thanks to the social networks. Using them, the experience
can be extended over time as much as possible and a connecting link with colleagues and
customers maintained. Promoting the event before it is held and prolonging its life afterwards
will be easy with the power now offered by social media.

5. Manage expenses properly

Sticking to the budget is not only desirable but a real necessity. To properly manage the
expenditure, it is vital to take into account all the issues and factors, use some special software
and, in some cases, get advice from the outside

6. Add something original

To call attention to the event, improve the attendees’ experience and imprint it on their
memories, something original must be added, with ideas that go beyond the usual fare or
hackneyed clichés. Innovate, be creative and think outside the box. Since most of your audience
will already have attended many conferences and events, it is very important that yours stand
out

7. Use specialist companies

The complexity of some events makes it very convenient and advisable to use a specialist
company to organize it. In this way, you will increase its quality and originality, have more
control over the final budget and make optimal use of resources.

A very effective way of connecting with the audience and grabbing their attention is to hire
external human resources, such as well-known lecturers, presenters, speakers or even
comedians or actors.

8. Include sustainable or CSR initiatives

Including sustainable or CSR actions in the event program will benefit your company. In spite of
the additional cost, they serve as a practical demonstration of the company’s commitment to
the environment. And this always has a positive value for the corporate image. One example
could be to give a sustainable gift, promote paperless, since the organization of an event often
leads to the generation of an enormous amount of waste. Trying to eliminate the use of paper
will be essential.

In the same vein, including activities to contribute to Corporate Social Responsibility is now a
very important factor and will be well received by the attendees, especially the younger
generation.
This is just some advice for organizing your event. Combined with good planning, teamwork and
motivation, you will have the perfect elements for making your company event a success ;-)

Planning a business-related social event, whether a weekend picnic or formal business dinner,
requires a firm plan that you follow to the letter. Whatever the social event, you can follow the
same basic procedure:

• Make a schedule to keep yourself organized. Determine what you need to accomplish at
certain points prior to the party (such as a month before, a week before, and a day
before).

• Include all the necessary information in an invitation. Invitations to casual events can be
creative and unusual, but those to formal affairs should follow protocol. Always mention
exactly whom you’re inviting when you issue invitations (whether significant others or
children are welcome, for example) and how you expect your guests to dress.

• Provide parking. If the parking situation is difficult, consider limiting your guest list or
hiring a shuttle for your guests. If the event takes place at an establishment that offers
valet parking, arrange beforehand to handle the fees and gratuities for your guests.

• Finalize preparations on the day of the event. Take care of last-minute details. Mentally
walk through the event. Review the names of guests, spouses, and significant others, as
well as company affiliations. Try to give yourself half an hour to relax before the party
begins.

• Greet your guests. As your first guests arrive, greet them at the door. Introduce
newcomers all around the room until the number of guests gets too large. When that
happens, introduce newcomers only to the people who are closest at hand.

• Run the meal. Your main meal options are a buffet meal and a sit-down dinner. A buffet
is a great way to build camaraderie and allow a lot of people to mingle. A dinner party is
a small affair, usually with no more than 12 guests.

• End the party. The party should be over an hour after dessert is finished. As people begin
to leave, station yourself at the door; accept their compliments; thank them for coming
and wish them a good evening.
How to Plan an Event in 15 Simple Steps

Wondering how to plan an event? There’s a lot that goes into hosting an event, from choosing
your venue to selecting the speaker line-up. The key is in the preparation: getting the big jobs
ticked off so that you can focus on bringing everything together and, most importantly, enjoy
your event. Our ultimate guide features all the essential steps to organise an event. Plus, it
simplifies every step of the process to make planning as hassle-free as possible.

1. Think about the purpose and target audience of your event

What do you want your event to achieve? It may sound obvious, but staying focused on the
purpose of your event from the outset will help you to achieve your vision. It’s also key to identify
the audience you’d like to attract, and start to think about the best ways to appeal to them
through marketing and promotion. If it’s a younger audience you have in mind, you’ll more likely
find and connect with them on social media platforms like TikTok, whereas more established
channels like Facebook work better for older crowds.

2. Set an event budget

Are you holding the event to make a profit or simply to cover your costs? Maybe the aim is to
raise funds for a charity or good cause? Will tickets be free or charged – and if charged, how much
will they cost? Whatever you decide, the answers to these questions will help you to focus on
your event’s financials, whether you’re hosting virtually or in person.

3. Decide on the date and venue

Nailing down these key details early on in the event process will mean you can share them with
potential speakers or guests, creating a clearer and more valuable proposition. Think about what
you require from the venue (location, accessibility, kitchen facilities, alcohol licence, and so on)
and the time of year best suited to your event, then start reaching out to potential venues.

If your event is taking place virtually, think about the platform that you might use. Zoom is great
for handling a large number of attendees, while Vimeo gives you access to slick interactive
features like Q&As and polls.

4. Consider the content of your event

Now, it’s time to think about timings by drafting an event schedule. Whether you’re arranging a
conference with multiple panel discussions and workshops or an online Q&A with one author,
accounting for every minute of your event will help you stay focused on the bookings and
arrangements that you need to make.

5. Talk to suppliers and speakers

Your next step to consider when organising an event is researching suppliers. From DJs and
decorators to food trucks and face painters, a lot of your event’s success relies on your ability to
find great people to work with. Now is also the time to start securing speakers and checking the
availability of presenters and special guests. Find out whether they’re a good fit for your event
by checking where they’ve featured before and what kind of audiences they seem to attract.

6. Approach sponsors with a proposal

Compile a list of your ideal sponsors. Think carefully about what you want from them and what
you can offer in exchange for their support, whether that’s branded merchandise or a sponsored
keynote. It’s a partnership, so come up with a sponsorship proposal that’s mutually beneficial.

7. Plan health and safety measures

If you’re hosting your event in person, be covered for all eventualities by conducting a risk
assessment and drawing up a health and safety plan to protect suppliers and attendees from
potential problems. In these times, restrictions may mean social distancing measures or strict
personal protective equipment (PPE) requirements, so take these into account. For virtual events,
consider sharing a list of rules and your code of conduct with attendees before the big day.

8. Promote, promote, promote

There’s no one-size-fits-all approach to events marketing, so explore all the promotional options
available. Teaser campaigns and early-bird offers are both great ways to create a buzz. You can
also team up with your sponsors when it comes to promotion, running takeovers or giveaways
on social media. Creating a unique hashtag can be a great way to encourage user-generated
content and create a conversation online.

9. Sell tickets

Next up in your steps to organise an event: selling tickets. Come up with your ticket types and
prices and create an events page that’s as inspiring as it is informative. You can customise your
event page with Eventbrite to make it extra eye-catching. Consider early-bird prices, VIP tiers,
and refund options. Eventbrite also enables you to monitor real-time ticket sales to see how
effective your marketing tactics are.

10. Send reminders

In the days before the event, it’s essential to take the time to check in with everyone. And we
mean everyone. Email attendees with instructions on how to find the venue or how to log in to
your video hosting platform, check in with suppliers to confirm timings, and ask speakers if they
have any special requests. Having these kinds of conversations in advance could save you
valuable time on the day.

11. Come up with a contingency plan

While all of your hard work will go into making sure your event runs smoothly, it’s still best to be
realistic and prepare for every outcome. That way, you can come up with a plan for how you
might respond to unforeseen obstacles (like speakers cancelling, a venue falling through, or
changing COVID-19 restrictions) and put measures like clear refund policies and virtual back-ups
in place to help avoid potential catastrophes.

12. Go through your “little extras” checklist

Before the big day, take a minute to look over your event schedule and think about whether
there’s anything you might have overlooked. Signs pointing the way to the venue, rubbish bags
and bins dotted around the site, and an extra copy of the attendee list could save you some
embarrassment on the day. For virtual events, double check platform settings, like which
attendees or speakers can turn their mics on or off, for a more polished presentation.

13. Enjoy yourself

Delegate where possible, listen to the advice of experienced event planners, and don’t be afraid to
ask for help. That means sharing important documents like the timetable and supplier contact
details with others, so that there’s always someone on hand with essential event information
when it’s needed. Once that’s all out of the way, focus on enjoying your event.

14. Remember post-event activities

Posting pictures and reposting messages from attendees on social media might just convince
people that they should buy tickets to your next event. After all, no one wants to suffer from
FOMO. It’s also a good idea to reach out to vendors and sponsors personally to say thank you
and to ask for their feedback. Try to learn from their responses and see if there’s anything you
could do better in the future.

15. Measure the success of your event

Take note of key metrics like attendee numbers, profit, lead generation, and survey responses.
What gets measured, as they say, gets managed. By investing a small amount of time after each
event, you can make those little tweaks to make the next one a greater success that exceeds your
goals.

The importance of preparation

Taking the time to plan your event four to six months in advance will help you to turn any idea
into a success. Up your event organiser skills and use these event management steps to help
avoid any last-minute issues, and create an experience that your audience won’t be able to turn
down.
Ways to Deal with Difficult People

Understanding your colleagues will assist you in building better relationships with them. We
achieve this by having open honest and clear communication. Every individual has needs that
need to be satisfied; and with etiquette we need to understand why people become difficult. The
reason is clear, the basic needs we have are not being met. Focus on the issue, not the individual.
So identify the need that has not been met and address the issues.

All humans have four basic needs:

1. The need to be understood and to be heard.

2. The need to feel welcome and have a sense of belonging and inclusion.

3. The need to feel important and be acknowledged when they do well.

4. The need for comfort and re-assurance.

How do your colleagues signal these needs to you?

1: The need to be understood and to be heard.

Signal-This need is signaled by a person repeating themselves, speaking slowly, speaking loudly,
getting angry when they are not being understood, or bringing a friend or relative to help explain.

Accommodating their need- • Paraphrasing back what is being said and checking that your
understanding is correct.

• Listen for feelings communicated as well as the content of the message. Very often the real
crux of the message is in what has not been said rather than the extra words.

• Empathize with problems. Use phrases like: “You must be feeling really upset by.....” etc

2. The need to feel welcome and have a sense of belonging and inclusion.
Signal- This need is signaled by a person ‘looking around’ before coming in and / or coming in
with friends or relatives. It is also demonstrated by wearing the ‘right’ clothes for the situation

Accommodating their need- • Providing a warm and friendly welcome.

• Talking in a language everyone will understand.

• Engaging in friendly conversation specifically asking the person about themselves and
acknowledging their contributions.

3. The need to feel important and be acknowledged when they do well.

Signal- This need is often signaled by someone ‘showing off’ or bragging about who they know.
This need is also demonstrated by flashing money, a display of jewellery.

Accommodating their need- • Using the person’s name.

• Tune in to individual needs and show that you are aware of these needs by responding to the
person’s need to feel important.

• Compliment them - this must be genuine and sincere.

4. The need for comfort and re-assurance

Signal- This need is expressed by colleagues being ill at ease, nervous, or unsure of them. This
need is also expressed when help, assistance or directions are requested indirectly.

Accommodating their need- • Set colleagues at ease by being warm and inviting and making
small talk until they relax.

• Relieve anxiety by re-assuring them that you will help them.

• Explaining the service procedures carefully and calmly and checking for their understanding.
Useful Strategies to Dealing with Difficult People at Work

Be calm.-

Losing your temper and flaring out at the other person typically isn't the best way to get
him/her to collaborate with you. Unless you know that anger will trigger the person into
action and you are consciously using it as a strategy to move him/her, it is better to assume
a calm persona.
Someone who is calm is seen as being in control, centered and more respectable. Would
you prefer to work with someone who is predominantly calm or someone who is always on
edge? When the person you are dealing with sees that you are calm despite whatever
he/she is doing, you will start getting their attention.

Understand the person's intentions.

I'd like to believe that no one is difficult for the sake of being difficult. Even when it may
seem that the person is just out to get you, there is always some underlying reason that is
motivating them to act this way. Rarely is this motivation apparent. Try to identify the
person's trigger: What is making him/her act in this manner? What is stopping him/her from
cooperating with you? How can you help to meet his/her needs and resolve the situation?

Get some perspective from others.

In all likelihood, your colleagues, managers and friends must have experienced similar
situations in some way or another. They will be able to see things from a different angle and
offer a different take on the situation. Seek them out, share your story and listen to what
they have to say. You might very well find some golden advice in amidst of the
conversation.

Let the person know where you are coming from.

One thing that has worked for me is to let the person know my intentions behind what I am
doing. Sometimes, they are being resistant because they think that you are just being
difficult with them. Letting them in on the reason behind your actions and the full
background of what is happening will enable them to empathize with your situation. This
lets them get them on-board much easier.

Build a rapport.
With all the computers, emails and messaging systems, work sometimes turn into a
mechanical process. Re-instill the human touch by connecting with your colleagues on a
personal level. Go out with them for lunches or dinners. Get to know them as people, and
not colleagues. Learn more about their hobbies, their family, their lives. Foster strong
connections. These will go a long way in your work.
Treat the person with respect.
No one likes to be treated as if he/she is stupid/incapable/incompetent. If you are going to
treat the person with disrespect, it's not going to be surprising if he/she treats you the same
way as well. As the golden rule says, "Do unto others as you would have them do unto you."

Focus on what can be actioned upon.

Whatever it is, acknowledge that the situation has already occurred. Rather than harp on
what you cannot change, focus on the actionable steps you can take to forward yourself in
the situation.

Ignore.
If you have already tried everything above and the person is still not being receptive, the
best way might be to just ignore. After all, you have already done all that you can within
your means. Get on your daily tasks and interface with the person only where needed. Of
course, this isn't feasible in cases where the person plays a critical role in your work - which
leads us to our last tip.

Escalate to a higher authority for resolution.

When all else fails, escalate to your manager. This is considered the trump card and
shouldn't be used unless you've completely exhausted your means. Sometimes, the only
way to get someone moving is through the top-down approach, especially in bureaucratic
organizations. Be careful not to exercise this option all the time as you wouldn't want your
manager to think that you are incapable of handling your own problems.
Attending Business Functions
Don’t bring an uninvited guest with you. If an unexpected houseguest happens to show up on
the day of the scheduled event, you can call the host and ask whether it’s possible for you to
bring a friend. Present the question in a manner that doesn’t put the host on the spot.

Be pleasant and cheerful. Introduce yourself to other guests if you don’t know them (a possibility
if significant others have been invited to an office party). If everyone knows one another, mingling
is still important (and polite). Don’t spend the evening speaking to the same people you hang out
with at work. Take advantage of the opportunity to network, and get to know the other
employees.

Watch your conversation. Conversations should include interests that most people share.
Confidential company information is off-limits; so are tasteless jokes and any subjects that may
be politically incorrect and could cause others to become uncomfortable (such as office gossip).

Stay sober, and avoid illegal drugs. Consume alcoholic beverages in moderation in all business
and social situations. Nothing spoils a good party faster than forcing a host to deal with an
inebriated guest who creates a scene.

Don’t complain or make negative comments about the room or the meal. If something was
wrong with the food, speak to the server or your boss quietly and discreetly.

Know when it’s time to leave. If the majority of the guests have already left, thank the host and
head for the door. Try not to engage the host in a long goodbye that keeps him from the other
guests.

Follow up with a thank-you note, e-mail, card, or letter of appreciation. You’re expected to
send a thank-you note within a few days (the sooner, the better!).
Eye Contact

Eye contact is powerful way to communicate. When one looks at the other person, you show
interest. When you fail to make eye contact, you give the impression that you are not interested.
But how much eye contact is important? One should maintain eye contact about 60% of the time
in order to look interested, but not aggressive.

Eye contact with your listeners is very important and indicates that you are engaged in the
conversation. Your listeners expect you to look at them. Eye contact is also important in
maintaining the flow of conversation and for gauging the other person’s interest and response.

The most important nonverbal communicator when speaking to an audience is eye contact. With
direct eye contact, the speaker appears more confident and more accepting of audience
feedback. Eye contact, accompanied by a smile, gives the audience the impression that the
speaker is happy to be there. Experts advise connecting with individuals rather than letting the
eyes sweep over the audience without making eye contact with anyone in particular. A good
technique to use is to select a person in the audience who is smiling and nodding in agreement
and to talk directly to that person, then choose another, focusing on each person about three to
five seconds. With large groups, it is important to make eye contact with people seated in
different parts of the room.

Benefits of eye contact include:

• Eye contact portrays confidence and shows that you are at ease with the topic.

• You are able to receive visual feedback from your listeners, which is an important part of
effective oral communication.

• Your message is transmitted properly and communication is not disrupted.

VOICE TONE

“10% of conflict is due to differences of opinion and 90% to the tone of voice”

Anonymous

What is tone of voice?

The tone of voice in communication is defined as ‘the way a person speaks to someone’. It is how
you use your voice to get your point across. If you don’t do it right, there is a risk of your point
getting lost or misinterpreted.

An optimistic and positive tone of voice is always welcome. If you use a pessimistic or accusatory
tone of voice in communication, the results may be negative. One of the examples of tones is
humor. Genuine humor creates trust and hope and makes your speech memorable.

When speaking with others, your tone clarifies and conveys meaning. A phrase as simple as “I
don’t know” can be taken in a number of different ways depending on how you decide to express
it. Your tone can not only affect how people perceive you but also their willingness to listen to
you – especially in the workplace

Your tone of voice conveys your feelings and has an impact on how people react to you. In a
business scenario, the tone of voice has a direct effect on team dynamics and productivity.

TYPES OF TONE OF VOICE

Motivating tone of voice-A motivational tone keeps people engaged and inspires their personal
as well as professional lives.

Informative tone of voice-An informative tone of voice enhances knowledge, imparts information, and
inspires personal growth.

Soft tone of voice-A soft tone helps form a bond and nurture a relationship. It also helps express
empathy and gentleness during difficult conversations. Soft tones, as opposed to harsh or angry
tones, make people feel safe. This is why people tend to use a soft tone while talking to a child.

Humorous tone of voice-Keeping your speech humorous with funny anecdotes or quotes keeps
the audience in a positive mood. But you should be aware of keeping your tone cheerful and
genuine, not mocking or sarcastic
.
Respectful tone of voice-One of the important examples of tones is the respectful tone of voice.
A respectful tone enhances the quality of your communication. It conveys your
kindness, humility, and truthfulness.
How it affects the workplace
Most of the time, people are able to control what types of words they use when communicating
with others, but their tone is harder for them to manage. In the workplace, tone plays a huge
role in productivity. If a manager or colleague sounds irritated, disinterested, or bored when
providing supervision or suggestions, they are manifesting a negative tone. This can impact how
employees see their manager or colleague, damaging overall morale and engagement.

-------------------------------------------------------------------------------------------------------------------------------
What is introduction?

An introduction is a polite method of starting a conversation and establishing a connection

between yourself and someone else or between two or more people you know who don't know
each other. Introductions explain who the person you are introducing is and what the people you
are introducing them to need to know about them.

Importance of introductions

Introductions are important because they help people feel comfortable around each other. When
you are meeting someone you don't know for the first time, an introduction can help you start a
conversation with someone you don't know, expand your professional network and create a
positive first impression of who you are. When you are introducing two or more people to each
other, a great introduction can lead to a meaningful discussion and a lasting connection being
built.

Proper way to make introduction

A good introduction will help new acquaintances learn the essential details about who you are.
When you don’t have a third party to provide an introduction, you must offer an informative self-
introduction that’s engaging and memorable. The right introduction can solidify your name and
purpose for the person you’re speaking to, so you can make a positive impression.

How to do introductions

Follow these steps to deliver a great introduction:

1. State the name of the person you are making an introduction to.

2. Inform them of your intent.

3. State the name of the person who is being introduced.

4. Offer additional information, as appropriate.

1. State the name of the person you are making an introduction

The polite way to begin an introduction is to start with the name of the person you are making
the introduction to. In most situations, this is the person who is older, has a higher-ranking
position or that you have known the longest. You can skip this step if you are introducing yourself
to someone you are meeting for the first time and you don't know the other individual's name.

2. Inform them of your intent

The next statement you make should inform both parties of your intent to introduce them to
each other. Here are a few examples of statements you can use to inform others you are
making an introduction:

• "I would like you to meet..."

• "It's a pleasure to introduce..."

• "I would like to introduce..."

• "I would like to present..

The statement you choose to use in this step may change based on the individuals you are
introducing and the setting where the introduction is taking place.

3. State the name of the person who is being introduced

After informing the parties of your intent to make an introduction, state the name of the person
you are introducing. In most situations, this is usually the younger person, has a lower-ranking
title or who you know the least about. If you are introducing more than two people to each other,
state the name of each person in ranking order beginning with the highest rank and working your
way down.

4. Offer additional information, as appropriate

Finally, offer both parties information about each other that can help them establish a connection
or begin a conversation. You can use details such as common interests both parties share, your
relation to each party or how long you have known each person for.

Examples of introductions
Here are a few examples of good introductions you can use in a variety of situations:

• Introducing professionals or colleagues of different ranks

• Introducing a business professional or yourself to a customer or client

• Introducing people in casual and social settings

• Introducing one person to a group of people

1. Introducing professionals or colleagues of different ranks

When you are introducing business professionals or colleagues of different ranks to each other,
it is usually best to introduce the person who has the least amount of experience or who has the
lower-ranking title within the organization or industry to the person who has the most amount
of experience or who has the higher-ranking title. If you are introducing yourself in a professional
setting, it is usually best to state your first and last name along with your title. Here are a few
examples:

"Mr. Roberts, I would like you to meet Ms. Catherine Lee. Ms. Lee is joining our organization as
an administrative assistant. Catherine, Mr. Roberts has been with our organization since its
founding eight years ago. He started in an entry-level position and is now our sales director."

2. Introducing a business colleague or yourself to a customer or client

When you are introducing a business colleague or yourself to a customer or client, always begin
by addressing the customer or client first. This is the professional standard even when you are
introducing clients or customers to high-ranking members within your organization.

"Miss Nelson, I am pleased to introduce you to our head of account management, Mrs. Morgado.
Mrs. Morgado, Miss Nelson has just signed a one-year contract with our organization for social
media management and content creation for the local restaurant she owns, Trendy Meals and
Treats."

3. Introducing people in casual and social settings

When you are introducing friends, colleagues or family members to each other in a casual or
social setting, it is usually best to introduce the person you have known for the least amount of
time or that you know the least about to the person you have known the longest or with whom
you have a stronger personal connection. If you are introducing yourself in a casual or social
setting, it is usually acceptable to state only your first name or the name most people use to
address you.

"Hi Kevin, my name is Antonio. I've heard a lot of good things about you from our mutual friend,
Tiffany. It is a pleasure to finally meet you."

4. Introducing one person to a group of people

When you are introducing one person to a group of people, the order of introduction may not
begin with the highest-ranking person. Instead, it is common to begin these introductions by first
addressing the group and then introducing them to the individual person.

"Ladies and gentlemen, without further ado, it is my pleasure to introduce you to the Founder and
CEO of Tasty Sweets, Mrs. Rachel Malloy."
What is a self-introduction?

A self-introduction explains who you are, what you do and what others need to know about you.
You should provide a self-introduction any time you meet someone new and don’t have a third
party to introduce you. Offer a self-introduction when you are:

• Beginning an interview

• Attending a hiring event

• Networking with new connections

• Giving a presentation

• Meeting people at a trade show

A self-introduction should include your name and occupation (or desired occupation) and key
facts that will help you make an impression on the person you’re speaking to. In a few sentences,
cover the most important things that others need to know about you.

How to Introduce Yourself Professionally

As you progress in your career, you will meet many people who can help you grow professionally.
Having a professional introduction ready when you meet someone such as an interviewer,
supervisor, mentor or new connection can help you establish a positive reputation with them. In
this article, we outline why professional introductions are important and give instructions and
examples for introducing yourself.

Here are four ways you can introduce yourself professionally:

1. State your purpose

Many people introduce themselves by stating their name and current job title, but you should
also try to add information your new contact can’t find on your business card. If you are at a
networking event, consider starting with your name, then stating what your passion is. You could
also mention what your goal is for the encounter, such as finding someone to collaborate with
on a new idea you have.

Quickly summarize who you are and why you are there when you interview for a job. Your
interviewers already know what position you are applying for, so have your professional
introduction explain your purpose in a few sentences. You should include your name and why
you are a good candidate for the job position.
Keep in mind that you should start your introduction in a way that is appropriate for the context.
For example, if you’re at a networking event you might simply start by shaking a new connection’s
hand and giving them your first and last name. Then begin a conversation by asking and
answering questions about their background and your own.

Interview introduction example: “My name is Tara, I moved to New York City because advertising
is my passion and this is the place to find an inspirational, innovative ad community. I have a rich
background analyzing audiences for messaging optimization and would love to tell you about the
strengths I can bring to this role.”

2. Control your body language

Both your words and your body language make an impact on first impressions. Controlling your
body language is essential to staying poised and professional in a new introduction. For example,
when you approach a new coworker in your department, start with a strong handshake, and
maintain eye contact during the conversation. Doing this shows the other party you are engaged
in your interaction.

When you introduce yourself to someone, you can demonstrate confidence by speaking in a clear
and audible voice. During your conversation, maintain natural body language with relaxed
shoulders and open arms by your side. If you are seated, stand to greet someone who walks in
the room, such as during an interview.

3. Explain why you are valuable

Employers might schedule multiple interviews throughout the day or week for a job opening.
Your professional introduction should convey your unique experience and qualifications so you
stand out from other candidates. Hearing an introduction that sounds different from previous
ones directs your new contact’s attention toward you and tends to make it more memorable.
During an interview introduction, for example, you should let your interviewer know why you
would make a valuable contribution to the team.

Example: “My name is Andrew, and I have 10 years of experience working in public relations. I
have worked with more than 20 destination marketing organizations to increase tourism at their
destinations, resulting in 40% more business at certain locations.”

4. Understand the culture

Consider researching the company before an interview or meeting to understand their culture.
Before an introduction with a computer programming company, for example, review their
website or social media pages to see what the culture is like. If the company seems more casual,
it may be appropriate to include humor in your introduction. For a more formal position or
meeting with a potential client, keeping a more professional demeanor could make you more
likely to be hired or gain the client’s business.

Example: “Hi, my name’s Yuri, and I’m looking forward to working with you on the construction
of the new building.”

How to write an introduction about yourself

Whether you plan to deliver your self-introduction verbally or in writing, it’s helpful to draft a
sample of what you want to say in advance. Preparing and practicing a verbal introduction will
solidify the key points in your mind so you don’t forget any important details. Crafting a written
self-introduction will give you a template that you can turn to quickly when you need to send
an email regarding a job posting or sales opportunity that you’ve found.

These steps will help you write an effective self-introduction:

1. Summarize your professional standing

The first sentence of your self-introduction should include your name and job title or experience.
If you’re unemployed and seeking a job, you might mention your educational degree, certification
level or current place in your job search. For example:

• “My name is Jordan Lin, and I’m a recent computer science graduate from Stanford
University.”

• “I’m Avery Lucas, and I’m seeking an entry-level warehousing job that will use my
organization, attention to detail and time management skills.”

• “My name is Ryan Curtis, and I’m chief engineer for Jacobs and Associates.”

2. Elaborate on your experiences and achievements

Customize this part of the introduction to highlight the details most relevant to the person you’re
speaking to. If you’re in a job interview, discuss your professional skills and accomplishments. If
you’re giving a presentation, offer information that supports your authority in the area you’re
speaking on. When you’re introducing yourself to a potential client, mention your products and
services.
3. Conclude with a lead-in to the next part of the conversation

Keep your introduction short and conclude it by leading into what you’d like to happen next. For
a presentation, you would summarize what you plan to discuss. In an interview, mention why
you’re the best person for the job. A self-introduction to a new client or colleague should end
with a call to action. This could be a meeting, sale or further correspondence.
SOCIALIZATION

It refers to process of making the new employees get acquainted to the new environment of
the organization. This reduces the anxiety of the new hires and allows them to adjust with the
other existing employees in the company.

The purpose of Socialization can be distinctive from firm to firm. However there are certain
fundamental purposes which are discussed below.

▪ Employment Situation: The basic purpose of every organization would be to make the
new employees industrious as soon as possible. Hence detailed information relating to
work is provided at the initial stage itself.

▪ Rules and Policies: The workforce should have a good understanding of the constraints
and policies of the organization for smooth and continuous operations. Therefore, all the
jobs in the company have to be performed as per those rules and policies.

▪ Compensation and benefits: Although this information is made clear during the
recruitment process, an analysis of this is required during socialization process. The
employees will have some interest in knowing the rewards offered by the company.

▪ Corporate Culture: The organization culture affects the entire working pattern of any
company. This includes everything, from the way they dress to the way they behave with
the other employees. Hence, a glimpse of the culture should be given during Socialization.

▪ Working as a team: During Socialization, the importance of working as a leader is

emphasized to add value to the organization. This ability of leadership is assessed during
the initial stages of selection and training.

▪ Dealing with Change: Coping with change is a big challenge to the employees at all levels
in the organization. The employees must have the ability to manage or deal with change
for survival in their respective jobs. Socialization helps them in preparing for change by
continuously developing and training their skills.

Process of Socialization
The Socialization process can be divided into three stages:

1. Pre- Arrival Stage: This stage recognizes that every individual employee comes with set
of values and hope. For example, in some jobs like the managerial kind, the employee
might need a substantial degree of socialization in training. During the selection process,
most organizations inform their prospective candidates about the process of
Socialization. Selection process also helps the organization in determining the right
person to fit the right job. The success here depends mostly on the degree of forecasting
made by the selection team.

2. Encounter Stage: Here the employees face the real working conditions of the
organization. For example, the expectations of the job, co workers, immediate seniors
and the business as a whole. Here, if the expectations confirm to be more or less correct,
this stage reaffirms the employees of the perceptions generated in past. If the reality is
different, socialization helps the employees in understanding to replace these. But
socialization cannot totally resolve the differences in expectations.

3. Metamorphosis Stage: The new employees, in this stage will work out solutions to meet
any problems. Hence this stage is called the metamorphosis stage. At this stage the new
employees will have become comfortable with their jobs and the team members. New
hires will feel that they have been accepted by their superiors and peers. Not only this,
they would have by now understood the organization system as a whole. They will also
know what is expected of them, how they are evaluated and how productive they are
towards the goals of the organization.

There are many people involved in socializing the new hires. Let us understand who they are:

HRM Department: It conducts orientation programs for the new hires in order to socialize them
with the new environment. This department plays a vital role in the new employee orientation
programs; it also participates in these programs to ensure proper mechanism is in place. Prior to
the arrival of new hires, the HRM department must be sure that a proper routine is set for them.

Managers or Supervisors: The immediate supervisors will also play a part in socializing with the
new hires by informing them about the work culture, policies and procedures. In medium and
small organizations new hires may report directly to the supervisors who in turn introduce them
to the other employees. These employees will take them through the other departments and
make them comfortable with the teams.

Organizational Culture: Most of the times, the organization culture itself socializes the new hires
with its unique environment. Cultural here may comprise the rules and regulations, principles of
significance and language of communication. In a broader sense it includes the etiquette to be
followed by the new hires with their peers, supervisors and management

Advantage of Business socialization

Humans are known to be social creatures, including the most introverted people. Everyone needs
friends and social groups to avoid feeling lonely and isolated. Therefore, to ensure an overall
sense of well-being, employees should interact in the workplace. Socialization impacts relations
between human in day to day businesses in several ways. It gives employees skills and the
necessary customs to participate in the corporate culture. Socialization increases motivation
among employees. Generally, when employees socialize in an organization, it allows them to
shape the way they view work habits, teamwork, and sharing of information, which are all
significant factors for a growing business.

Even though conversations in the workplace might be difficult for some employees, socialization
is crucial. There are clear advantages for businesses which socialize today. Employees become
more connected than ever while mingling and mixing in new ways.

Advantages of socializing in the workplace -Instead of spending most of our hours at stressful work
or busy schedules, we can consider time on getting to know our coworkers. As a result, there can
be a variety of advantages to such social interactions.

Here are just a few of the benefits generated from socializing at the workplace

Socializing makes for more efficient workforce -When coworkers build a connection between each
other, a business’ workforce becomes stronger. Employees can have occasional post-work hang-
out so that the secure connection outside of work can be brought into work. This helps people
to quickly get on the same page about projects. New employees can learn much faster, and
information is produced in a more efficient and timely manner. Managers might not be able to
see these improvements, but employees who are closer work more as a unit.

Allows for more openness – It does not matter how coworkers relate within the workplace;
communication will always be critical. However, coworkers who socialize at work builds a
relationship that is more open than those who are strictly professional. Open employees are
more capable of solving substantial issues like conflict, while still respecting one another.
Therefore, openness means having more dialogue, which helps in addressing and handling
problems before they get serious.

Helps inspire collaboration -People get to know one another more through stronger
connections. Without socialization, employees can take a longer time to become comfortable
around each other to the point of collaborating at work. Therefore, to yield stronger work,
socializing helps in establishing that comfort zone, which later allows collaboration to occur more
naturally.

It’s healthy -Healthy workers are happy workers and more productive. Studies show that
employees who socialize more lead to better morality within the workplace, which, as a result,
lead to better health for those coworkers. A working environment is made enjoyable through
relationships and friendships while still maintaining productivity.

Networking – is essential in the modern working world. You don’t have to look for a job or plan
on having one. Networking alone will foster those relationships that can be helpful if you don’t
have a job. Socializing with your fellow employees can help boost that network.
Extending the invitations

An invitation is extended to the people the hosts want to invite—and no one else.

Whether you’re hosting an employee appreciation brunch or a corporate trade show, business-
related events often necessitate a written invitation. Business invitations do require following
some etiquette rules. Take a look at this guide to the etiquette of sending business invitations.

Choose invitations early

Invitations should be ordered at least two or three months before the event, but far earlier for
events that are more formal or where out-of-town guests will be invited. While the style of the
invitations is the host’s choice, many companies like to have them embossed with the
corporate letterhead or logo.

Include all important information

Make sure the messages include all pertinent information the guests may need to know. Here’s
what your business invitations should include:

• Hosts: Introduce the company or person holding the event. For events with multiple
hosts, list each name on a separate line in order of financial involvement in the function or
alphabetically. Remember that all business invitations should be written in the third
person. Listing the hosts allows you to say, “[Company name] cordially invites you” rather
than “We cordially invite you.”

• Date and time: For more formal events, all numbers in the date and time should be
written out (in the style of “Monday, the twenty-fifth of August at eleven o’clock”). Less
formal events call for a more casual version of the date and time, though the month and
day should never be abbreviated (in the style of “Monday, August 25 at 11:00 a.m.”).

• Type of function: Indicate what type of event guests will be attending. Is it a luncheon, a
fundraising dinner or a corporate recruiting event?

• Address: Don’t abbreviate any part of the address, and make sure the city, state and zip
code are included. If the street number is one, it should be written out: e.g., One
Pennsylvania Avenue.

• Ask for the RSVP: RSVP stands for French phrase "Repondez s'il vous plait" which means
"please respond". It is often written at the end of an invitation card or sent as a RSVP
card along with an invitation card that a person sends to invite guests to attend the
event such as marriage ceremony, birthday party or any other event.
Purpose of RSVP

The host organizing the event wants to know whether you will attend the event or not. In
simple words, he wants the confirmation to his invitation in a polite way.

It helps the host to guess the expected number of guests attending the party. The host can
better plan the food, drink and other arrangements for the guests.

It is also a courtesy of responding to someone who is nice enough to invite you. So, if you see
RSVP on an invitation card, call your host and confirm him whether you will be coming or not to
attend the event

• Special instructions: Specific instructions for dress code, valet, parking, coat check and
anything else should be included last

Invitation Format

On the business invitation, you will find:

Company logo or symbol (at the top or bottom of the invitation),

Names of the host,

Invitation phrase (any of the following, depending on your company and the occasion),

1. "you are cordially invited to"

2. "requests the pleasure of your company at"

3. "requests your presence at"

4. "invites you to" or

5. "requests the honor of your presence."

Nature of the party- State whether the event is for breakfast, luncheon, or dinner, a
cocktail party or some other occasion.

Purpose of the party- Such as to introduce someone or a new product, to honor a retiree,
or to celebrate an occasion or another festive event.

Date and time- The date and time of the event completely written out. Never abbreviate
days of the week. The most formal style is to write, "Friday, the twenty-seventh of July at
 six-thirty o'clock" The least formal is "Friday, July 27, at 6:00 P.M.”

Place- The address of where the event will be held is next. A map is typically included with
the invitation if your house or the country club is difficult to find or if your guests haven't
been there before.

Where to RSVP- The RSVP address or phone number is in the bottom left-hand corner of
the invitation.

Formal business invitations are most commonly engraved or printed in black, navy, dark gray, or
brown ink on white or off-white high-quality paper. A company can use any color of paper, as
long as it upholds and promotes the company's image.

Preprinted invitations work well for most informal dinners and parties. For a casual gathering,
there is no need to have invitations printed or engraved.

With preprinted invitations, you simply fill the blanks, in neat handwriting, to tell what, where,
and when the party will be and who is giving it. When using your stationery, you can follow this
same format, or you may want to write a note to the person you're inviting that includes this
information. It's also acceptable to include an RSVP notation and your phone number or address
on the invitation

Formal Event Invitations

For a formal event, you want the invitation to match the tone. This is why many people will
have them engraved or handwrite them. You may or may not use formal wording.

Here is an example:

Elizabeth Jewell and Gabriella Daniels

request the pleasure of Judith Walker's company
at dinner
on Saturday, February eighteenth
at seven o'clock
7 Evenstar Place
123-555-1111

The above example uses a formal tone. However, if you are more comfortable with "invite
you to" rather than "request the pleasure of," that's fine.
Business Etiquette for Accepting an Invitation

In accepting a formal invitation, it is important to respond appropriately. There are some

important things to consider in the format of your acceptance letter:

1. Open with a thank you for the invitation, and your confirmation that you will attend.
This way, you provide the essential information first.

2. Next, express your expectation that the event will be a successful and joyous one.

3. You may also ask for further clarification on any details, but do so in a separate
paragraph to make it absolutely clear you require a response.

4. Sign the letter formally with 'Sincerely' or 'Yours Sincerely', and include your full
name, not only your first name.

How to Say Yes

STEP 1: Say Thank You

• Thank you.

• Thanks for the invitation.

• That is so kind of you.

• Thanks for thinking of us.

• That sounds great.

• How wonderful!

• Awesome!

• How fun!

STEP 2: Be Clear about Your Yes

• We will be there. (Make it clear who is coming so the host is sure, by saying
for example: John and I will be there, OR the kids and I will be there)

• We can’t wait.

• Count me in.
• We will be there will bells on.*

• Wouldn’t miss it!

• Absolutely!

• I’ll be there for sure.

• I’d love to come.

• I’m in/ I’m down/ Sure thing (Casual)*

STEP 3: Confirm the Details

• So we will see you on the 10th then.

• We look forward to seeing you there.

• How lovely! I can’t wait.

• It is going to be great!

• What would you like us to bring?

• Let me know if I can help with the preparations.

• Is there anything I can do to help?

• Fabulous, see you then!

Business Etiquette for Declining an Invitation

In business, you may get invitations to various events, networking mixers and other
professional gatherings. Some are a perfect fit and you may make it a point to attend; others
may not be in your professional realm and aren't as good a fit as others. When this happens,
follow proper etiquette to decline the invitation to ensure that you won't be out of
consideration for future invitations.

Be Timely

When you plan to decline an invitation, don't leave your host waiting. Respond as soon as
you know you can't attend, so that the host can make other arrangements or allow
someone else to take your place at the event or gathering.

Respond According to Invite

The method by which you respond depends on the request in the invitation. If the invitation
includes an RSVP card, then fill it out declining to attend the event and return it. However, if
the invitation is from a client or special business associate, then in addition to the card, you
might call and state that you are sorry that you cannot attend, but to keep in mind for
future functions. This is a good way to preserve the business relationship, despite declining
the invite.

Couples

If you were invited to a business function as a couple, and one cannot attend, the other
must decline as well. This gives the host of the business function the option to extend the
invitation to another couple or allow the single person to come alone. This is particularly
poignant for business-social engagements, such as business dinner parties or special galas.

Send Regrets

When you are unable to attend, be sure to send your regrets, instead of just marking "no"
on an RSVP card. You don't have to go overboard, a simple statement like "I regret that I am
unable to attend" will suffice. This is proper etiquette and lets the person that extended the
invitation know that you do care about the fact that you were invited and feel bad that you
are unable to attend.
 How to Graciously Decline an Invitation

Here are some tips on how to turn down an invitation in the most polite way:

1. Don't ignore the invitation. Putting the invitation aside to deal with later isn't good for
you or the person who sent it. The host needs to know whether or not you'll be there.
Ignoring the invitation shows that you don't know proper manners, and you might be left
off the guest list for the next party.

2. Don't wait. As soon as you know you'll be unable to go, let the person know. Most
events require planning and budgeting.

3. Be thankful. Always sincerely thank the person for inviting you and let them know that
you're honored that they think highly enough of you to send the invitation.

4. Be honest. You don't ever have to come up with false excuses for why you're unable to
go to the event, but you also don't have to go into detail. Let them know that you
already have plans. That should be enough.

5. Ask for a different time. If the invitation is exclusive to you, let the person know you're
unable to make it at the time requested, but you'd love to get together at another time.
This is obviously not an option if it's a group get-together

6. Don't over-explain. If you can't make it, keep your explanation short and to the point.
Doing otherwise will make it sound like you're just trying to come up with excuses

7. Send something. If you would typically bring a gracious gift to whatever event you were
invited to, such as a birthday party or baby shower, go ahead and send something with a card
attached. Mention something about wishing you could be there and add that you look forward
to seeing them soon

Example #1

Dear Joan,

Thank you so much for inviting me to your birthday party. Unfortunately, I already have
plans for that night, so I won't be able to attend. I hope you have a wonderful time
celebrating this special occasion.

Your pal,

Sarah
Example #2

Dear George,

Congratulations on your new position! I wish I could attend your promotion party, but I'll be
out of town that weekend. Maybe we can get together for drinks soon, and you can tell me
all about your new job. I wish you the very best.

Always,

Jenna

When You Must Decline an Invitation

As much as you'd like to go to everything you're invited to, there are times when you simply
can't. Perhaps you already have plans for that particular time, or you have to work. Or
maybe you're exhausted and need to pull it in for a while. Overextending yourself can cause
you to get your wires crossed, making you appear flaky and unreliable.

You might be tempted to not respond because you don't want to hurt the person's feelings,
or you worry that you won't get invited to their next event. Maybe you think that if you
ignore the invitation, it won't be a big deal to simply not show up. That's flawed thinking
because ignoring it is rude and inconsiderate.

Even if you're the kind of person who has a difficult time saying no, you need to dig deep
and do the right thing by politely letting the host know that you are unable to attend. You
don't have to draw out an excuse. In fact, it's better to be brief but polite. And you need to
do it sooner rather than later so the person can do a better job with planning.

Remember that sending regrets to an invitation doesn't mean you're rejecting the person who
sent it to you. It's simply a statement that you are unable to attend whatever you've been
invited to.

Follow Up Later

After the event, it is fine to call the person and ask how the event went. You may want to
express your regrets about not being able to make it, but if you do that, have a positive
attitude. You might want to say something like, "It sounds like you had a wonderful time."
Listening Skills

What Is Listening?

Listening is the ability to accurately receive and interpret messages in the communication
process. Listening is the key to all effective communication, without the ability to listen
effectively messages are easily misunderstood.

It is one of the four skills of a language i.e. listening, speaking, reading and writing. It involves an
active involvement of an individual. Listening involves a sender, a message and a receiver. It is
the psychological process of receiving, attending to constructing meaning from and responding
to spoken and/or non verbal messages.

Process of listening

The process of listening occurs in five stages. They are hearing, understanding, remembering,
evaluating, and responding.

HEARING – It is referred to the response caused by sound waves stimulating the sensory
receptors of the ear; it is physical response; hearing is perception of sound waves; you must hear
to listen, but you need not listen to hear (perception necessary for listening depends on
attention). Brain screens stimuli and permits only a select few to come into focus- these selective
perception is known as attention, an important requirement for effective listening.

UNDERSTANDING- This step helps to understand symbols we have seen and heard, we must
analyze the meaning of the stimuli we have perceived; symbolic stimuli are not only words but
also sounds like applause… and sights like blue uniform…that have symbolic meanings as well;
the meanings attached to these symbols are a function of our past associations and of the context
in which the symbols occur. For successful interpersonal communication, the listener must
understand the intended meaning and the context assumed by the sender.

REMEMBERING- Remembering is important listening process because it means that an individual

has not only received and interpreted a message but has also added it to the mind”s storage
bank. In Listening our attention is selective, so too is our memory- what is remembered may be
quite different from what was originally seen or heard.

EVALUATING- Only active listeners participate at this stage in listening. At this point the active
listener weighs evidence, sorts fact from opinion, and determines the presence or absence of
bias or prejudice in a message; the effective listener makes sure that he or she doesn’t begin this
activity too soon; beginning this stage of the process before a message is completed requires that
we no longer hear and attend to the incoming message-as a result, the listening process ceases

RESPONDING- This stage requires that the receiver complete the process through verbal and/or
nonverbal feedback; because the speaker has no other way to determine if a message has been
received, this stage becomes the only overt means by which the sender may determine the
degree of success in transmitting the message.

Importance of Listening Skill

Good listening skills make workers more productive. The ability to listen carefully will allow a
person to:

• understand assignments in better way and find and what is expected from him.

• build rapport with co-workers, bosses, and clients;

• show support;

• work better in a team-based environment;

• resolve problems with customers, co-workers, and bosses;

• answer questions

• find underlying meanings in what others say.

Ways to improve Listening skill

Hearing and Listening are two different activities. Hearing is passive whereas Listening is active.
Listening is a psychological process. It can therefore be improved by regular practice. Listening is
a very helpful skill. Active listening is really an extension of the Golden Rule. Here are some of
the tips which can help the person to improve his Listening skill:

1. Face the speaker. Sit up straight or lean forward slightly to show your attentiveness through
body language.

2. Maintain eye contact, to the degree that you all remain comfortable.

3. Minimize external distractions. Turn off the TV. Put down your book or magazine, and ask the
speaker and other listeners to do the same.

4. Respond appropriately to show that you understand. Raise your eyebrows. Say words such as
“Really,” “Interesting,” as well as more direct prompts: “What did you do then?” and “What did
she say?”

5. Focus solely on what the speaker is saying. Try not to think about what you are going to say
next. The conversation will follow a logical flow after the speaker makes her point.

6. Minimize internal distractions. If your own thoughts keep horning in, simply let them go and
continuously re-focus your attention on the speaker, much as you would during meditation.

7. Keep an open mind. Wait until the speaker is finished before deciding that you disagree. Try
not to make assumptions about what the speaker is thinking

8. Avoid letting the speaker know how you handled a similar situation. Unless they specifically
ask for advice, assume they just need to talk it out.

9. Engage yourself. Ask questions for clarification, but, once again, wait until the speaker has
finished. That way, you won’t interrupt their train of thought. After you ask questions, paraphrase
their point to make sure you didn’t misunderstand. Start with: “So you’re saying…”
Barriers to Listening

Listening is not easy and there are a number of obstacles that stand in the way of effective
listening, both within outside the workplace. These barriers may be categorized as follows.

1. Physiological Barriers: - some people may have genuine hearing problems or deficiencies that
prevent them from listening properly. It can be treated. Some people may have problem in
processing information or retaining information in the memory

2. Physical Barriers: - These referred to distraction in the environment such as the sound of an
air conditioner, cigarette smoke, or an overheated room. It can interfere the listening process.
They could also be in the form of information overload. For example, if you are in meeting with
your manager and the phone rings and your mobile beeps at the same time to let u know that
you have the message. It is very hard to listen carefully to what is being said

3. Attitudinal Barriers:- pre occupation with personal or work related problems can make it
difficult to focus one’s attention completely on what speaker is saying, even what is being said is
of very importance. Another common attitudinal barrier is egocentrism, or the belief that the
person have more knowledgeable than the speaker, or that there is nothing new to learn from
the speaker’s ideas. People with this kind of close minded attitude are very poor listeners.

4. Wrong Assumptions:- The success of communication depend on the both the sender and
receiver. It is wrong to assume that communication is the sole responsibility of the sender or the
speaker and that listeners have no role to play. Such an assumption can be big barrier to listening.
For example, a brilliant speech or presentation, however well delivered, is wasted if the receiver
is not listening at the other end. Listeners have as much responsibility as speakers to make the
communication successful. The process should be made successful by paying attention seeking
clarifications and giving feedback

5. Cultural Barriers:- Accents can be barriers to listening, since they interfere with the ability to
understand the meaning of words that are pronounced differently. The problem of different
accents arises not only between cultures, but also within a culture. For example, in a country like
India where there is enormous cultural diversity, accents may differ even between regions states.

6. Lack of Training:- Listening is not an inborn skill. People are not born good listeners. It is
developed through practice and training. Lack of training in listing skills is an important barrier

7. Bad Listening Habits:- Most people are very average listeners who have developed poor
listening habits that are hard to said and that act as barriers to listening. For example, some
people have the habits of “faking” attention, or trying to look like a listeners, in order to impress
the speaker and to assure him that they are paying attention. Others may tend to listen to each
and every fact and, as a result, mis out the main point.

Benefits of Effective Listening Skills

Learning the skill of effective listening benefits personal growth and development in the following
ways:

Effective Communication – Clear and concise transmission of information is an important

component of effective human interaction. Though the onus is often placed on presenting clear
and concise written or spoken directions, the listener also bears a responsibility to hear and
understand messages.

Fewer Misunderstandings – Regardless of the clarity of written or spoken messages, the effective
listener can prevent misunderstandings and salvage what otherwise might be a
miscommunication by practicing active listening skills.

Improved Relationships – Relationships are damaged by misunderstandings that can lead to

unsatisfactory business transactions as well as hurt feelings in personal relationships. Excellent
listening practices tell others that they are important, special, and what they have to say is
valued. That is very attractive and contributes to strong relationships.

Personal Growth – A person learns and grows by listening and understanding other viewpoints,
differing ideas, and exploring conflicting viewpoints. Learning the skill of active and effective
listening not only adds a tool to the personal development portfolio, but equips you to continue
growing with tools for exploring new ideas.

Common Listening Mistakes

There are some common mistakes which are made by an individual while Listening. Some of them
are:

1. Interrupting the speaker.

2 Completing the speakers sentences in advance.

3. Habit of topping another person's story with your own is demeaning and relegates the
speaker's story to something less important.

4. Dominating Conversations – A person who dominates conversations probably commits all of

the above mistakes and is not listening at all.
MANNERS FOR SELECTED REGIONS OF THE WORLD

The following section will provide information on proper behavior when visiting specific areas of
the world. However, it is still necessary to do research on specific countries and visit with
colleagues who have traveled to those countries to benefit from their experiences. All countries
differ, and many times regions and people within the country will differ from the norms.

Exploring Business Etiquette in Europe

EUROPE

Passports are required for entry to European countries and return to the United States. Visas are
not required for short-term stays. Hotel accommodations tend to be smaller by U.S. standards
but will tend to be Western-style.

Greetings are different from U.S. greetings in some European countries but are quite similar in
others. Handshakes, a part of greeting behavior, vary from the soft handshake of people in
England, to the firm handshake of the Germans. The French handshake is light and quick and is
accompanied by an air kiss in France. Europe tends to be very formal so people are called by their
titles and surnames until they give someone permission to do otherwise. In some countries, such
as France, being introduced by someone who knows both parties will give you more credibility.
Business cards should be printed in English on one side and in the language of the host country
on the other side. Status is important in most European countries so positions within the firm will
be scrutinized.

Appointments should be made beforehand; in Europe, do not show up unannounced. Likewise,

it is assumed that meetings will start on time. While employees tend to be more loyal to their
employers in Europe than employees are in the United States, they are not workaholics and enjoy
life. Europeans have more vacation time than any other geographic area in the world. In most of
Europe, business gifts are not exchanged until a relationship has been established and
negotiations have been completed. Gifts should be simple and tasteful. As there are some specific
guidelines for gift giving in the various countries of Europe, check guidelines for the particular
European country you plan to visit.

Since the hand gestures used in the United States have different meanings in much of Europe, it
is best to refrain from any hand gestures when you are communicating with Europeans.
Europeans do like direct eye contact; in fact, in many cultures not giving direct eye contact would
be interpreted as hiding something. Attitudes toward touching are interesting in Europe. You will
find that people in the colder climate countries touch less than those in the warmer climate
countries or regions.
Africa

Passports and visas are required for almost all African nations. The African nations can be very
different from one another not only because of their ethnic backgrounds but also because of
their religious differences and the differences between the countries that colonized them.

The African handshake is different from the U.S. handshake; it is not as firm. Handshaking is done
upon arrival and departure. Shake hands with women only if they offer their hand. In Kenya the
longer you have known someone, the longer the handshake will be. Likewise, in Kenya, men
shake hands only with men, and women shake hands only with other women. In addition, women
may also hug or kiss each other on both cheeks if they are close friends. You may expect to be
asked personal questions the first time you meet someone. While Africans, in general, have
strong eye contact, women should not look men in the eye during greetings. It is also important
to use a person’s title such as Doctor or Teacher. In South Africa they use the African handshake,
which involves shaking hands in typical U.S. fashion, then slipping your hand around the other
person’s thumb, and then returning to the traditional U.S. handshake. The African handshake is
used whenever one of the parties in the greeting is black. Afrikaners shake hands between men
and women, men and men, and women and women. In addition, Afrikaners may kiss a woman
on the cheek or hug a close male friend. As most countries in Africa are formal, do not use first
names until the African does.

Business cards are very important and should be in English on one side and translated to the
appropriate language on the other side. Personal references are very important, and connections
should be made before the first meeting. Appointments should be made in advance. While you
would be expected to be on time, do not be surprised if you have to wait. Decisions are normally
made by a few people at the top, so answers to business questions may take some time.20 South
Africans are more reserved and will not ask as many personal questions nor should you ask
personal questions of them

When visiting villages, you should not bring gifts, as they are not accustomed to the practice.
However, when invited to a meal in the city, bring wine, flowers, chocolates, dinner mints, or
hard candy. If the family has children, bring the children toys or books. Business people enjoy
copies of the latest books or recent newspapers; they make nice gifts.22

Nonverbal communication is important to successful encounters with Africans. The U.S. habit of
patting children on the head is inappropriate in Kenya; however, it is permissible to pat the child’s
back or shake hands with the child. When you are beckoning someone, be sure your palm is
facing upward as the palm facing downward is a rude gesture. Kenyans will want to be asked
before you photograph them, and they will expect to be paid. Also do not photograph a building
with a Kenyan flag on it.23 In South Africa it is a sign of disrespect for a black to look you directly
in the eye. Swearing is also considered very disrespectful and should be avoided. A person should
be complimented only in private, not in front of others. Gestures should be used with caution.
For example, the positive ‘‘V’’ for victory sign used by people of the United States is obscene
when used with the palm facing toward you.
Middle East

Passports and visas are required for travel to and from most Middle Eastern countries. Some
countries, because of the U.S. diplomatic relationship, also require permission from the U.S.
State Department before you may travel to the country. In some countries, such as Saudi
Arabia, foreigners may only travel there on business. It is particularly difficult for a woman to do
business there because of the separation of the genders and the laws that forbid a man and
woman who are not married or related to socialize. In addition, women may not be served in a
restaurant without a male relative, are not allowed to drive a vehicle, and must dress very
modestly. A man should not look a woman in the eyes or shake hands with her. Not all Islamic
countries are as strict as Saudi Arabia, however.

In the Middle Eastern countries, business revolves around their religion —Islam. Islam affects
their culture, how women are perceived in business, what the proper clothing is for business,
and many other business rules. The court system is ruled by religious law (Shari’ah) inmost
cases. Proselytizing about any other religion is illegal in most Islamic states.

Greetings will be handshakes and possibly embraces between men or between women but not
between the genders. Middle Easterners may hold hands for a while, and you should wait until
they release your hand rather than pulling it away. They may also want to hold hands while
walking. While many businesspeople will speak English, business cards should be printed in
English and Arabic. Titles are used with family names.

During Ramadan it will be difficult to have meetings, and it would be wise to avoid scheduling
meetings during this time of year. Ramadan is a serious religious observance. Even visitors who
are caught smoking, drinking, or eating in public during Ramadan will be sent to prison until
Ramadan is over. Other times to avoid visits are during El Fitr, the pilgrimage to Mecca, and al-
Adha.

Although it is not unusual to be kept waiting, it is expected that you will arrive on time. As they
are polychronic, hosts will probably be doing multiple things, such as answering the telephone,
while carrying on a business conversation. Since they do not like doing business with someone
they do not know, getting to know your business associate is important to eventually doing
business with them. Have someone introduce you to your Middle Eastern business associate.

Gestures are common, but be careful about using U.S. gestures until you learn what they may
mean there. Middle Easterners are going to stand much closer when they talk and will have very
strong eye contact. Use gestures with caution. Pointing at someone else is rude, as is showing
the bottom of your foot to someone. The ‘‘thumbs up’’ gesture is rude.
Gift giving is acceptable; small gifts with a company logo or something that is made in the United
States are appreciated. Gifts to avoid are alcohol and any item that represents a woman as these
are illegal. Accept and give gifts and business cards with the right hand only. When giving
compliments, be very general. If you admire something too much, a Middle Easterner will feel
obliged to give it to you
Many Brazilians also understand Spanish, because Portuguese has many components that are
similar. Also, the neighboring countries all consider Spanish to be their first language, so
speaking some Spanish is practically a necessity, especially in border areas.

Both verbal and written correspondence is more formal in Latin America than in the United
States. Latin Americans believe that the use of elegant language shows good manners and
professionalism.

Appropriate dress

You won’t go wrong by dressing conservatively: suits and ties for men, modest business suits
and long dresses for women. Argentina probably is the most formal of the Latin American
countries, and Brazil is the least formal. Venezuelans enjoy expensive accessories so long as
they’re in good taste.

Greeting rituals

Latin Americans generally are very friendly, and very good hosts. Normally, people get to know
one another first and then do business. In fact, you probably won’t get any business
accomplished during your first meeting, and you may not get much done on your first trip, but
you’ll stay up late for dinners and parties.

Handshakes are firm and relatively brief. Constant eye contact during a handshake is crucial in
Mexico and Argentina. In most countries, men shake hands with men, and women shake hands
with women. In Brazil, Peru, and Mexico, men and women also shake hands, with the woman
extending her hand first. After a relationship has been established, don’t be surprised if you’re
met with a hug.

When you meet someone for the first time, use your last name and whatever titles you have. If
you don’t know the other person’s professional titles, use Mr., Mrs., or Ms (Señor, Señora, or
Señorita). Common professional titles are doctor, teacher, engineer, and lawyer (doctor,
professor, ingeniero, and abogado).
SOCIAL TABOOS
Latin America

Passports are required to travel to all Latin American countries and return to the United States.
Visas are only required for long stays within the country.

Latin American countries vary in handshaking customs from a handshake that is a moderate
grasp with repeated pumping action to an abrazo (hug), a brusque handshake, or kisses on the
cheek. Status is very important in most of Latin America; dressing well is also very important
when traveling to any of these countries. Also be sure to include titles and university degrees
on your business cards to show your importance within your company. You will be treated as
your age, social status, or position indicates you should be treated. Business cards should
contain Spanish, Portuguese, or French translations on one side, depending on the country, and
English on the other side. Being introduced by a third party is helpful to building trust and doing
business in Latin America.

As Latin Americans tend to be very people oriented, meeting times are not generally strictly
adhered to. While it is expected that you will be on time, being late will be excused. Likewise, if
they have not finished with a prior meeting, they will expect you to understand and accept their
apology for being late. Since relationships are very important, it will take some time to establish
a business relationship and complete business negotiations. Gift giving is very common even for
a first meeting. Be cautious in giving gifts of flowers as various types and colors of flowers have
many meanings in Latin America. Checking with a florist or concierge first would be a good idea
before choosing flowers

Latin Americans use lots of gestures; however, be careful because many U.S. gestures are
vulgar or inappropriate in a business setting in Latin America. Latin Americans also want
everyone to be happy and will have trouble saying no or disappointing you which can make
developing deadlines rather difficult. Most Latin Americans like to stand close and often touch
the person with whom they are conversing.
A Quick Guide To Business Etiquette In The United States

The United States has one of the largest and most influential markets in the world. If you have a
sense for the business etiquette guidelines and can work within them, you have a much better
chance of successfully communicating and doing business.

Business relationships in the US

Americans are informal and friendly compared to other, more reserved countries. You will find
them starting a conversation with total strangers on a bus, when standing in line, or sitting next
to others at all kinds of events. This informal openness and directness can be startling to people
from other countries. Be prepared to be spoken to by a stranger at some point or another.

This general friendliness carries over into business. When you first meet an American in a
business setting, you may be overwhelmed by their enthusiasm to meet you. Noteworthy to
many non-Americans, however, is that Americans do not feel the need to first have a personal
relationship with you to do business. If the business opportunity is right, Americans are willing to
conduct business right away since the transaction is between companies, not necessarily
individuals. They would rather sign a deal with you than build a relationship first. If a relationship
develops afterwards, all the better, but it is not a goal. Americans, however, do want to do
business with people they like and can relate to. First impressions, friendliness, trust-worthiness,
and enthusiasm without being overbearing can all impact a business deal.

Americans are generally very direct and want to quickly get to the point of a meeting. “Time is
money” to Americans and they will use a direct approach to keep things moving. If your culture
is not direct, avoid using your culture’s perception of it when you evaluate the Americans you are
meeting with. You may also benefit from being more direct, yourself, than you normally are.

Greetings and meetings in the US

Greetings in the US tend to be more informal and come with a handshake. Americans are friendly
and smile a lot. They are often quickly on a first-name basis, so be prepared for them to share
their first name and use yours. People in the US tend to be positive and enthusiastic and may
vigorously shake your hand, and even put their hand on your back or hold your arm. And
maintaining eye contact while talking is the norm in the US.

Though you will often hear, “How are you?” or “How are you doing today?”, Americans are
generally not really asking you how you are so you aren’t expected to answer in detail. A simple,
“Fine, thanks” or “I’m doing well” should suffice. They may also say, “See you soon!” or “See you
later!” when you are parting. These are common phrases and don’t literally mean they will see
you soon.

American body language can be confusing. They smile a lot, even at strangers, and like to have
people smile back at them. They will be uncomfortable if you sit or stand too close to them. If
you are from a country that is comfortable with a lot of physical contact and you stand too near,
pay attention to their signals and keep your distance if they look uncomfortable.

Punctuality

Punctuality is important, based on the notion that you are wasting both time and money if you
are late. In fact, time has an almost tangible status in that you can spend it, waste it, save it, and
invest in it. Therefore, being on time, getting quickly down to business, and sticking to an agenda
are common in the US.

There are some regional differences in punctuality guidelines around the country. People in the
Midwest and Northeast are much more conscious of being on time. If you are late, it will reflect
poorly on you and you will be considered rude and disrespectful. People are more casual about
being on time in the West and South, but you should be on time and be comfortable with having
to wait a while before the meeting starts.

Keep your commitments for appointments, sharing information, finishing a project, or delivering
a report.

Business Cards

In the US, business cards are used as a way to exchange contact information for future reference
and do not hold the importance that they do in some other countries. They are typically handed
out as a formality in a somewhat casual way and there may be times when they aren’t handed
out at all. Try not to be offended if your card is briefly reviewed and then stuffed into a pocket.

Shaking hands and titles

Americans greet with a firm handshake while making eye contact. Your handshake doesn’t have
to be long, but it should not be weak. You will shake the hands of everyone to whom you are
introduced, including the women and regardless of seniority. Once you have shaken hands, make
sure you are then at least an arm’s length away, as Americans like their personal space.

When you first meet, use the title and last name of your American colleagues until they tell you
to use their first name – which could be very quickly in America. If you introduce yourself with
your own last name, they will be more likely to continue to use it until you give them permission
to use your first name.

Dress

There is a wide range of dress codes in the United States, depending on the region, the industry,
a person’s position, and the individual company’s policies. It is always safe to attend a first
meeting in classic business attire and then determine how to proceed for subsequent meetings.
It is not unusual to see different levels of dress formality in the same meeting in America. You
will not have a problem with being well-dressed when you first meet, or better dressed than
others in the meeting. You may find that your American counterpart is more casually dressed
than you are. Don’t be offended, but take it as a cue for future meetings.

Communication style in the US

Americans are direct. They say what they mean, so “yes” means “yes”, “no” means “no”, and
“maybe” is not a polite way for saying “no” – it really does mean maybe.

Even though it is considered rude to interrupt someone when they are speaking, it often happens
in the United States. If you hesitate to gather your thoughts or to think things through, someone
else may jump in and start talking, finish your sentence, or take things in a new direction. If you
would like to make a point, you can say, “Excuse me” when there is a pause and you can then
continue.

Americans are uncomfortable with silence and will find ways to fill it. They also expect people to
participate and speak up in meetings. Americans are comfortable with asking questions if
something is not clear to them. If you don’t ask any questions, it will be assumed that you
understand everything and if you are quiet, they may assume that you do not have anything to
contribute or that you didn’t come prepared to the meeting.

Though the atmosphere may appear friendly and casual, meetings are taken seriously and any
agendas will be followed and outcomes documented. Americans tend to want to get quickly to a
decision and will discuss a topic then strive for consensus and a decision – and move on to the
next topic.
Many meetings in America start with a brief amount of small talk to settle things down, ease any
tension, make people comfortable, and test the mood of the meeting. Typical topics in the US
include work, sports, the weather, travel, food, how your stay has been, even family. This
conversation generally will not last long and people will get started on the business at hand.

Negotiations and contractual business agreements

Americans are focused on the deal, on the result. They do not need a relationship to make a deal.
The relationship can build over time as business is being done. The do seek ‘likability’ and signs
of trust in business partners such as truthfulness and friendliness.

Negotiations are viewed as problem-solving exercises and are based on mutual

benefit. Americans generally ask for much more than they expect to ultimately get, keeping
some room for negotiation as they go, and their first position may appear outrageous. It is
expected that all parties will think for themselves and express their own ideas. Being
straightforward and using facts and data are valued.

Americans would prefer to move quickly to an agreement, which could feel rushed to you. This
goes back to the earlier points that Americans do not feel the need to first establish a personal
relationship and that since “time is money”, they do not want to waste any.

The main objective of negotiations is to get a signed contract. Once signed, contracts are legally
binding documents. During the negotiations, all the contractual details will be scrutinized and if
there are any disagreements later on, the contract will be referred to. There are often both state
and federal laws that apply and both you and your American counterpart will have to adhere to
them.
TABOO

Taboo, alternatively called tabu, tapu or Tongan. It is a prohibition of social actions based on false
beliefs that performing such actions is either too scared, or too dangerous for the human race.
Taboo is putting a person or a thing under temporary or permanent prohibition, especially as a
social custom.

While some taboos are legally enforceable, others are simply considered to be poor taste. In fact,
most taboos are enforced not by governments but by subtle social signals that demonstrate
disapproval of taboo behaviors.

The 3 Types Of Taboos

There are 3 Types of Taboos: cultural, religious, and food.

Cultural Taboos – A cultural taboo is something that is considered inappropriate to do or discuss

within a specific cultural or sub-cultural group. Cultures such as the Tongans, French, Brazilians,
and Native Americans all have their own taboos.

Religious Taboos – A religious taboo is something forbidden by a religion. Many actions and
thoughts are banned by sacred religious texts such as the Torah, Old Testament, and Quran.

Food Taboos – A Food taboo is a restriction on what foods are considered appropriate to eat, as
well as appropriate ways to eat foods. This can also apply to drinks. Some food taboos are
enforced by religions and cultures.

Cultural, religious and food taboos are not mutually exclusive. Some cultural taboos get their
cues from religions that are dominant within a cultural group. Similarly, food taboos are enforced
in many religious texts.

There are different theories of approaches to this concept. The religious approach focuses on
taboo derived from belief in spirit and inspired by the awe of supernatural. The cultural taboo
demands prohibition of various cultural laws which are forbidden in different cultures. The food
and drink taboo demands prohibition of various food and drinks by the society. The power of it
lies primarily in the emotional forces they exude. Even the thought of violating a taboo triggers a
punishment.
Cultural Taboos

A cultural taboo is something that is considered inappropriate within a cultural group. While this
overlaps with religious taboos, some cultures are governed more by cultural norms than religious
norms.

Examples Of Cultural Taboos

Failure to Tip at a Restaurant (USA) – While tipping is not considered customary in nations like
New Zealand and Australia, it is considered highly rude in the United States of America.

Showing Someone the Bottom of your Feet (Asia & Middle-East) – Many nations in Asia and
the Middle East find the bottom of feet (or even pointing with the foot) to be highly offensive.

Eye Contact with Authorities (Aboriginal Australian) – While eye contact is encouraged as a
sign of active listening in the west, Aboriginal Australian cultures often consider this to be a sign
of defiance

Swearing (Worldwide) – Most languages have curse words that are considered inappropriate.
Curse words are considered taboo in business and formal settings.

Standing too Close Together (Western Nations) – Personal space is highly prized in many
Western nations. Walking too close to others or standing too close together in conversation can
be considered an invasion of personal space.

Discussing your Wealth or Income (UK) – Discussing your wealth and income is particularly
frowned upon in Britain, but also in many other nations.

Leaving the Office Before your Boss (Japan) – Japan is famous for its tiring corporate culture. For
lower-ranking employees, leaving the office before your boss is taboo and may harm your
promotion prospects

Being late for an Appointment (Germany & Singapore) – Being punctual to appointments is very
important to several cultures, while somewhat less important to others (such as Mexico). If you’re
late, call ahead to avoid offending your counterparts.

Talking Back to or Questioning Authority Figures (Conservativism) – As a general rule, the more
conservative the culture, the less you are allowed to question authorities. This spans nations, but
some nations like Korea strictly frown upon questioning of authority figures such as teachers.
Unfortunately, cultural, religious and food taboos are different around the world. While some
are almost universal (like moral taboos like cheating and stealing), others are very specific to
countries or regional cultural groups.

The best thing to do is to research in advance before you go somewhere so you know what the
cultural etiquette rules will be before you arrive.

Bartering for Price (Some Western Transactions) – Bartering for price is very common in some
cultures, while less common in more developed economies.

Refusing a Gift (Worldwide) – Gifts should be received gracefully in most cultures. Telling
someone you don’t like the gift or would like to exchange it at a store can offend the person who
picked out the gift for you

Yawning in Public (Worldwide) – Yawning is considered rude because it makes you look bored
of a conversation

Bribery (Worldwide) – While some cultures (particularly in Latin America) have widespread
issues around bribery of public officials and police officers, it still remains taboo to talk about
even within those countries.

Putting your Hands in your Pockets – Depending on the situation, having your hands in your
pockets can be seen as too relaxed. When around people you are doing business with or
important people, try to keep your hands out of your pockets. When conversing with friends,
putting your hands in your pockets is okay because it’s a relaxed atmosphere.

Wearing Shoes Indoors (Most of the World) – While Anglo cultures such as Ireland, the UK, the
USA, and Australia tend not to be strict about this policy, the rest of the world tends to remove
shoes before entering the home. If you enter someone’s home with shoes on, it’s considered
poor form.