In this article, I’m going to share some business etiquette tips that will help you get noticed and remembered in the workplace.
My mom likes to tell the story of how during spring semester of my sophomore year of college, I sat at the kitchen table and told my dad I was going to transfer to Hollins University, a southern women’s college, that was joked to be bestowing only “MRS.” degrees.
Being a southern university, many small influences were still alive from the days of finishing schools - the courteous salutations of ma’am and sir, most occasions calling for dress attire, and of course, the ability to write a well expressed thank you card. I also had the good fortune of a well-educated babysitter, an older woman who set complete table settings every day for lunch and expected strict table etiquette. I’m glad I had these experiences; many ways of bestowing etiquette seem to be forgotten in these contemporary times.
Let me clarify by what I mean by etiquette. I am interested in common courtesies and manners towards one another. I don’t mean etiquette as associated with something pompous and high society.
We don’t often think about manners and common courtesies in the workplace but believe me, it is surely noted and valued. Knowing proper business etiquette will help improve your relations across your social spectrum – with coworkers, customers, vendors etc. Living good manners is a way of leading by example; you will be perceived as someone who is comfortable in their circumstances and leads with poise and purpose.
Here is a checklist of how you can up your etiquette in the workplace.
Introductions
When making introductions, the person with the lesser title is introduced to the person with the higher title. For example, you would introduce an entry-level employee to the VP of Marketing. Our culture is much more casual today but knowing this simple act of respect, will differentiate you in the crowd. If you happen to attend a conference or luncheon and have the opportunity to make an introduction, how you execute the moment sets the tone for conversation and interaction. In addition to making the introduction of names and titles or positions, you will really set yourself apart if you also connect the two people who are being introduced with some small fact that can begin the conversation. It can be a professional comment e.g. “Catherine is an expert in acquisitions” or something of a more personal level, “I know you enjoy theater, Jack. Peter just performed on stage.”
If you work in a corporate environment or a co-working space, get to know those in your office building. Learn one thing about them. If you happen to find yourself in the elevator next to someone you have not been introduced to, it’s OK to extend your hand and briefly explain who you are. For greater impact, also mention something about the other person to personalize the conversation e.g. Excuse me, Dorothy Williams, I am Barb Weber, a small business coach with an office on the seventh floor. I saw your feature in the news last week and applaud your work.”
Handshakes
A handshake can leave a powerful impression. Always extend a firm handshake and make direct eye contact. Everyone is equally human so a handshake should be extended to everyone.
Meetings
Being late for meetings is the biggest complaint among workers. Be on time. Arrive a few minutes early to settle in and prepare. Silence your phone and put it away. If for any reason you are running late, make sure you communicate this by calling the person or office and letting them know you are delayed and at what time they can expect you. If you have a family emergency, such as your elderly mom is recuperating from surgery and the nurse is expected to call, let the meeting attendees know you are expecting such a call and that you will step out when the call comes in. This is a way to professionally share who you are as a person and where your priorities lie.
Be prepared for the meeting. If there’s a meeting agenda, read it ahead of time. Listen intently with your undivided attention. Don’t interrupt. Ask valued questions.
If it is your responsibility to send out meeting correspondence, do so in a respectful amount of time. You can’t expect your committee or staff to come prepared to a meeting if you sent documents for review only hours before the meeting.
Apologies
We all make mistakes. Not everyone is comfortable taking responsibility. Do so. A simple straight forward apology is all that is necessary. No need for lots of details or emotions. State your apology like you mean it, and then move on.
Open Offices
Even though more and more of us work in open offices, the majority of us hate it. Respect others’ need to get work done as well as your own. Avoid distractions and avoid being a distraction e.g. don’t be loud on the phone, don’t play music at your desk without headphones, take private calls outside or in a neutral space. If you are sick, work from home a few days rather than exposing your co-workers.
Emails
I’ve read that senior managers reported that not responding to calls or emails in a timely manner is the second-biggest etiquette breach employees can make. This does not mean you need to hover over your inbox every minute of every day. Set aside time midmorning and late afternoon to sort emails and reply. This is also a good task to do when you find yourself less able to focus on more intensive work.
Make email subject lines relative to the content. It’s OK to use FYI but then add the specific of what the information is about. If the content has an urgency to it, make sure you add this to the subject line as well as asking for a response by a certain date. If the email thread takes a new direction, change the subject line to reflect that. It will help get the email noticed.
Make sure you email has a sufficient signature. The signature should contain your name, business title, company, logo, website address, street address, and phone. Other information may be included based on your industry. You can also include a quote, thought or announcement to add a personal touch. For instance, if your company is offering a special promotion, have everyone in your office include this in their email signature. You’ll be surprised how this can help spread the word.
Attire
Photo: Marvel Comics
Dress professionally by dressing for your industry. Wear what the occasion calls for. Some sectors still expect a shirt and tie for men and dresses or suits for women. Others are more casual. Even if your office has a relaxed dress code, make sure you look put together. You never know what impromptu opportunity may come along. Adding a simple jacket to your outfit can up your game for a last minute meeting.
Making Sense of it all
Knowing proper business etiquette will help improve your relations across your social spectrum – with coworkers, customers, vendors etc. To summarize:
Introductions - When making introductions, the person with the lesser title is introduced to the person with the higher title. Connect the two people who are being introduced with some small fact that can begin the conversation.
Handshakes -A handshake can leave a powerful impression. Always extend a firm handshake and make direct eye contact.
Meetings - Be on time. Arrive a few minutes early to prepare. Silence your phone and put it away. If you are running late, call and let the person know.
Apologies - We all make mistakes. State your apology like you mean it, and then move on.
Open Offices - Respect others’ need to get work done as well as your own. Avoid distractions and avoid being a distraction.
Emails - Respond to calls or emails in a timely manner.
Attire - Dress professionally by dressing for your industry.
These simple practices can help you be noticed. Many times it’s not an outspoken affirmation but an awareness when someone thinks of you and your behaviors. Poised, confident, on time, excellent follow up, are the little things that will come to mind and just might make a big difference.