Basic Etiquettes for Effective Communication

MSc. Suzana Taipoviq

What Are Etiquettes?

They are a set of: •Rules •Forms•Practices established for behavior in the society or in professional life.They are rules of good workplace manners.

Need of EtiquettesWe need etiquettes to grow in life.


Where Etiquette is required Personal Matters Family Matters Schools, College and Office Environment

Why Etiquette is required ? It is required for Career Success. It Builds leadership quality in one’s personality. It refines skills needed for exceptional service It enlightens one’s potential. It creates an impression.


Factors Influencing Etiquette

Grace Beauty Handsome External Appearance

Schooling Family Friends Education Marital life

Psychological

Childhood Origin

Parental

HeredityPhysical


Types of etiquettes..

There are many types of it these are some of them :-Social etiquettesbusiness etiquettesphone etiquettesEmail etiquettesTable etiquettes


Social Etiquettes

The ability to translate good manners into social savvy. It will allow you to put your best foot forward in dealing with day-to-day social demands.

It has two categories:

Personal etiquettes Family etiquettes


Personal Hygiene SkinHair Hands NailsTooth Feet ShoesHoseUniformJewellery

Personal Etiquettes

Dress CodesInformal

Formal

SimplicitySense of TasteFitting InColor BlendingAccessoriesDressing for OccasionsMSc. Suzana Taipoviq

Mind & SoulThoughtsHabitsCharacterAttitudes

Postures SittingStandingTalking while standingGood PostureImpatienceSitting in Groups


Empathy Sympathy Responsibility

Rights Good Will Mutuality Advantages Disadvantages

Respect Status Heredity

Parents

Sisters You Brothers

Second Relatives

Third Relatives Relatives

Family Etiquette


LISTEN to and concentrate on conversations—don’t just wait for your turn to talk!

Resist the urge to jump into a conversation when someone pauses in thought. Wait a second or two, then respond.

Don’t Jump!

Social ConversationsWhen making an introduction Give a piece of information about the person—it can be a conversation starter.


Basic MannersBe PoliteRemember when you are in a social situation it is important to always be polite and respectful of other guests even if you vehemently disapprove of certain comments or other individuals are not being polite.

Ask Appropriate Questions When you are socializing it is important to realize you are not at a debate and

should steer away from questions that might cause one.

Keep it Short In social situations it is always important to understand the nature of social

etiquette conversation and keep conversations short and socialize with everyone present.Remember, social etiquette conversation is pleasant and short.

Eye Contact and Personal SpaceMaking eye contact and allowing individuals their personal space is important in all conversations. This allows you to seem interested, polite and respectful of the other individual which are all social requirements.


What Is Business Etiquette?Rules that allow us to interact in a civilized fashionCode of behavior that is grounded in common sense and cultural normsRequired because manners matter in the workplace

You never get a second chance to make a first impression.

• The first 12 words• The first 12 steps• The first 12 inches

First Impressions The Rule of 12 in Business


Handshakes are the physical greetings that go with your words

How to shake handsWhen to shake handsWhen not to shake handsHandshakes to avoid

The Business Handshake

There are three main conventions. The way you extend the hand The way you apply the pressure The length of time you shake the

handMSc. Suzana Taipoviq

Introducing yourselfIntroducing othersResponding to introductionsWhat to do when you can’t remember namesSecret to remembering namesSmall talk helps us put others at ease and make them comfortable.Small talk breaks the ice and goes a long way toward furthering a relationship.

Introductions in Business


Mixing and Mingling in BusinessPrepare in advanceArrive earlyPosition yourselfMake eye contact & smileTake responsibility

Work the crowdUse icebreakersAsk the right kinds of questionsBe a good listenerKnow when to leave


Body LanguageA person’s posture, facial expressions, and gestures send messages.Eye contact is the most obvious way you communicate. When you are looking at the other person, you show interestWhere you place your arms suggests how receptive you. Arms crossed or folded over your chest say that you have shut other people out and have no interest in them or what they are saying.Legs talk, too. A lot of movement indicates nervousness.


By the time we meet and converse, we have already spoken to each other in an older more universal tongue.

Business professional attirePersonal props and accessoriesfor women: A reasonable length skirt (not mini-skirt) or full-length trousers of a non-jeans material combined with a top (such as a dress shirt, polo, or sweater set) is considered acceptable. An informal dress with appropriate skirt length is also acceptable.for men: A combination of collared shirt (such as a dress shirt or polo shirt), cotton trousers (such as khakis or dress jeans) with a belt, and dress shoes (such as loafers) with socks is generally acceptable. A blazer or business jacket can optionally be added.Unacceptable for either gender: gym clothes, rumpled or ripped clothing, miniskirts, underwear as outerwear, inappropriately revealing attire such as bare midriffs, and flip- flops. Many corporations also frown upon open-toed shoes and shorts.

Dressing for the Occasion


Telephone Etiquettes…

The essence of dealing with people , politely and efficiently over the phone can be boiled down to……. telephone etiquettes.

Everyday, on an average , a personSpends more than 3 hours on phone…….So it becomes mandatory to get through the basics of telephone etiquettes………


Placing a telephone call…

If you’re making a call, identify yourself first, then ask to speak to the person you’re trying to reach.

On finally reaching the person…

Before jumping into a deep conversation, ask if they have time to talk. MSc. Suzana Taipoviq

If you’re on the phone and another call comes in…

Always ask if it’s alright to put them on holdAlways give a brief explanation of the reason of hold.

Sign Language?Do not interrupt someone on the telephone by

gesturing, speaking or writing them notes!MSc. Suzana Taipoviq

What about voicemail?If you must leave a message, state your name (spell if they don’t know you), phone number, date and reason for the call. Repeat your phone number at the end—SLOWLY.

When you are in ANY meeting turn off your cell phone ringer—

accept voicemail and text messaging only!


Can you hear me now?If you have to take a call in a public place—try to move to a more private space.Hearing one-sided conversations alienates the person NOT in the conversation!

If you have to talk in a public place (bus, elevator, airplane etc.) keep it short and discreet.MSc. Suzana Taipoviq

Email Etiquette Ways to properly send emails on mass emails.


What are mass emailsMass emails are emails sent out to multiple peopleThese emails are meant for multiple people and not just one personThese emails are usually informational messages to get in touch with more people easier.


Rules For sending out Mass Emails

Make sure that they are SPELLED properly, no one hates having the embarrassment of misspellingDo not send personal or praise emails out over mass emailMake sure that the email is for everyone to view and is not offensive!!!!


Examples of bad emailsTo: [email protected]: [email protected]

Topic: Officers Meeting (officers only)

Subject:I was emailing you to tell you that we will

have a meeting this Thursday at MacDonald's.

We will be going over the months community service projects.

See you there

BobPresident

This email might seem to be ok but really it is not.The non officers might over look the topic read the email and show up at the meetingOnly to waste their time.If you want to email the officers make a separate list serve or put the emails in, do not email the club list serve.

Bad because…


The way they’re meant to be

To: [email protected]: [email protected]

Topic: problems at the club office

Subject: This week the construction going on

around the office has been sort of destructive.

The power has been cut at the office and there is no power.

If you were planning on going by the office to work on project please try next week

Jan

To: [email protected]: [email protected]

Topic: The web page assignments

Subject:As you all know the deadline for turning

in you pages you are designing is March 24th

Please have these completed by this time and up on FTP.

Hope everyone gets these done ASAP

Robbie


Reasons why both are good!

1st EmailThis email is informative for all the membersIt also is meant for everyone!It in no way makes any personal remarksIt is ok if you want to add jokes or comments that the whole group understands.

2nd EmailThis email is a perfect example of a deadline or meeting time email!It was not sent for just the select few but for the entire clubMake sure if you email at anytime you make sure the email is similar to these formats.If not, thinks about emailing it before you fill up others inboxes!


Table manners play an important part in making a good impression.Here are some basic tips to help you…

Table Etiquette

A general knowledge and use of basic etiquette makes the dining experience more pleasant for everyone.


Sitting downAt a very formal dinner name cards will show you where you should sit.

If there are no name cards on the tables, the host will take you to the correct place.

If you are at a romantic dinner, the man should push the woman’s chair in for her.

Sometimes the waiter will do this.


Using the napkinPlace the napkin on your lap. If it is small, unfold it completely otherwise fold it in half, lengthwise.Once the meal is over, you too should place your napkin loosely on the table to the right of your dinner plate.It should not be crumpled or twisted, which reveal untidiness or nervousness.Nor should it be folded, which might show that you think your host might reuse it without washing.


Ordering

If there is something you don’t understand on the menu, ask your server any questions you may have. Answering your questions is part of the server’s job.An employer will generally let you order first; his or her order will be taken last. Sometimes, however, the server will decide who orders first. Often, women’s orders are taken before men’s.As a guest you should not order one of the most expensive items on the menu or more than two courses unless your host shows that it is all right.


Using the knives, forks and spoonsWhen you hold the knife or fork, you should relax your fingers.Never let the knife, fork or spoon touch the table after you started eating.When you take a break from eating, you simply put your knife and fork on the plate.When you have finished eating, you should put your knife and fork together pointing to the left.


Eating Meal

Dip the spoon in the soup away from your body. Sip the liquid from the side of the spoon. Don’t put the whole spoon in your mouth.Take some butter and put it on the plate then put some butter on the small piece. Don’t spread the butter over the whole piece of bread.





