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BUSINESS ETIQUETTES BY: SOFT SKILLS WORLD

Business etiquettes

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SOFT SKILLS WORLD takes pleasure in introducing itself as an experienced and competent conglomeration with more than 300 Training & Development professionals. This team represents key functional domains across industries. We sincerely look forward to joining hands with your esteemed organization in our endeavour to create a mutually satisfying win-win proposition per se Organization Development interventions. May we request you to visit us at http://www.softskillsworld.com/to have a glimpse of the bouquet of our offers .We have partnered with the best & promise you an excellent organizational capability building. We firmly believe Hard Skills alone are not sufficient enough to enhance business success. Aligned with high performance organizational culture and given the right direction, Soft Skills is the best recipe for business success.

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Page 1: Business etiquettes

BUSINESS ETIQUETTES

BY: SOFT SKILLS WORLD

Page 2: Business etiquettes

What is Etiquette??

Webster’s II New College Dictionary defines Etiquette as:

The forms and practices prescribed by social convention or by authority.

Page 3: Business etiquettes

How Does Etiquette Benefit You?

• Differentiates you from others in a competitive job market

• Enables you to be confident in a variety of settings with a variety of people

• Honors commitment to excellence and quality• Modifies distracting behaviors and develops

admired conduct

“Be one step ahead, practice the social skills necessary to help you make a great first impression and stand out in a

competitive job market”.

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Critical Etiquette Topics to Consider

• Etiquette Basics• Professional Appearance• Office Etiquette • Dining and Table Manners• Grooming & Hygiene

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Etiquette BasicsCreating a positive image

• Behavior:• Exhibit a positive attitude and pleasant demeanor• Use a firm handshake• Maintain good eye contact • Appropriate introductions – introduce someone by their

title and last name (Ms. Mrs. Mr. Dr. Smith), unless otherwise specified

• Rise when you are introducing someone or you are being introduced

• Nonverbal communication is important• Show common respect and consideration for others

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Professional Appearance• Grooming is fundamental

• Hair clean and styled appropriately

• Clean nails, skin and teeth

• Many professionals wear make-up (depends on field)

• Check fragrance and clothing care

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• Wardrobe

– Professional Business Wardrobe-For women: skirted/pant suit, blouse or dress shirt, clean well maintained dress shoes (generally closed-toe shoe)-For men: suit, dress shirt, tie (well maintained dress shoes)

– Outerwear -Appropriate for women/men: Trench coat, umbrella

Professional Appearance

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Professional Appearance• Business Casual Wardrobe

– For women: dress pants, shirt, blouse, well maintained dress or casual shoe (no tennis shoes, flip flops, etc.)

– For men: slacks/khaki pants, polo shirt, or other collared dress shirt, well maintained dress or casual shoes (no tennis shoes, flip flops, etc.)

**NOTHING SLOPPY**

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Activity Time

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Office Etiquette• Telephone –

– Use appropriate tone of voice– Maintain a positive attitude– Remove slang terms and use good listening skills– Take complete phone messages (name, date, time, reason for calling, where they can be reached)– Cell phone – TURN IT OFF

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Office Etiquette• Email –

– Make subject line specific– Address emails– Reply to a question- copy question into your email and then provide your response– Follow standard writing guidelines - business letter format as a professional courtesy– Keep it short and concise– Include your name and contact information– REMEMBER – NOTHING is confidential when sent electronically

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Office Etiquette• Cubical –

– Keep in mind that others work around you – Professional business calls only– Use your “inside voice” when on the phone or speaking with a co-worker– Remember cubical conversations and calls can be heard by others (use discretion and good judgment as there is no “free air space”)

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Office Etiquette• Attending a meeting –

– Listen carefully

– Come prepared

– Be concise and articulate when speaking

– Show respect

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Office Etiquette• Get to know the work culture –

– Unique sets of norms (breaks, lunch, meetings, workplace politics, etc.)– Find out what the organization values, philosophy of conducting business, work ethic, etc.– How and when do effective people communicate in the organization?

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Office Etiquette• What is expected of you?

• Don’t talk too often about “College Days” –the faster you shed your student identity, the more easily you will begin to work in the new setting.

• Find out about the “informal” chain of command

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Office Etiquette• Making a positive impression –

– Recognize that what you do early on will be magnified

– Remember your manners

– Be ready to learn, adapt and change

– Exercise professional maturity by showing good judgment and build good relationships

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Office Etiquette• Show a healthy respect for colleagues experience and expertise

• Exhibit a positive attitude and know what your role will be on the team – How can I best assist?

• Leave your personal life at the front door

• Inquire about the proper way to respond to co-workers, supervisors, clients ( Business letter head, phone call etc.)

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Email & Netiquettes

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Top 7 email blunders

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• With almost 2 billion people using email, it has clearly emerged as the most popular communication tool. As its usage soars, so do the chances of unknowingly committing a blunder. The following are the top seven "oops" moments:

1. Punching "Reply all" without thinking: Your colleague gets promoted and sends an email to the 34 people in the department. You punch in "Congrats dude!" and innocently click "Reply All", flooding 34 overcrowded mail boxes with this personal message.

Use "reply all" if your message may be of value to those marked cc, otherwise click "Reply" to sender only.

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2. Cc to everyone: We all receive several emails in a work day, where we are marked cc, making us wonder why we are a part of this communication in the first place.

Tip: mark cc only to people who need to be in the know and this may change as the same mail goes back and forth between various business partners.

3. Confusion on action: It's pointless making your recipients read through a lengthy message trying to figure out the actionable. Bosses who send ambiguous emails run the risk of juniors interpreting the mail in several creative ways.

Tip: List the actionable items in a concise manner and if no action is required, simply mark FYI in the subject.

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4. Sending the email to the wrong person: We've all heard horror stories, jeopardizing price negotiations by sending the email meant for one vendor to another, a manager complaining about his co-worker to his boss and mistakenly marking cc to the co-worker too...

Tip: Leave "To" field blank, punching in the address after you've finished typing your message.

5. Responding when sleepy/angry/drunk: A great recipe for disaster!

Tip: Save your response in the drafts folder, re-read it after a few hours and there's a high chance that you'll make some changes.

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6. Believing emails are confidential: As it's an exchange between two people's computers, we get lulled into believing that emails are confidential. However, an email received by or sent from a corporate server will be logged in their system and can be checked for non-conformance.

7. All business can be done via email: You can't email a handshake! While emails are ideal for corresponding, creating a record or for staying in touch, business relationships are built the old-fashioned way i.e. by connecting on the phone or meeting face-to-face.

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TIPS FOR PERFECTING YOURE-MAIL

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• Do you have bad e-mail skills? • Are you spoiling your impression with your awful e-mail

manners?

Clean-up your act with these E mail etiquette tipspresented !

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Perfecting Emails Tips

• Naming E Mail Id

• Know Your Audience

• Briefly Introduce Yourself

• Only Discuss Official Matters

• Be Careful With Confidential Information

• Respond In Time

• Don’t Send One-liners

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Perfecting Emails Tips (contd.)

• Avoid Using Short Forms

• Keep E-mails Clean

• Be Clear In Your Subject Line

• Manage Attachments

• Beware Of The "Reply All“

• Keep It Short And Get To The Point

• Always Include A Signature

• Your E-mail Is A Reflection Of You

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The Importance of Dining Appropriately

“Shirley Wiley, owner of Etiquette and Company, California, reports that roughly 80% of second interviews involve a

business meal”.

*Texas Health Resources, “Placement Manuals” August 2004

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Professional Dining Basics• American Style Dining

• Arrive on time

• Wait to sit until host/hostess indicated the seating arrangement

• Put napkin in lap before drinking or eating

• Order easy to eat food

• Don’t order the most expensive items on the menu

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Professional Dining Basics• Wait until everyone has been served before you begin to eat

• Bring food to your mouth – NOT your head to your plate

• Salt/Pepper pass together• Generally pass food to the right• Rest utensils on plate while talking• Do not talk with your mouth full• Do not chew with your mouth open

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Individual Place Setting

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Page 34: Business etiquettes

Professional Dining Basics

• Proper posture is important• Table manners please!!

– (No gum, no elbows on the table)• “Please and Thank You”• Turn your cell phone off • Be responsible for keeping up and positively

contributing to the conversation• Small Talk is appropriate – topics such as :

– Books, sports, food, theater, travel, current events etc. – Follow employer’s lead

Page 35: Business etiquettes

WHAT IS GROOMING?Grooming means dressing well, to be presentable to others

You may have to give a little more attention to how you dress at work

because what you wear may be substantially influencing your career

path

Although nothing takes the place of talent, hard work, innate ability

and ambition, looking your professional best in the workplace can give

you a competitive advantage

It simply means dressing in a way that projects an image of the

sophisticated , successful working individual you are or would like to

become

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GROOMING

MEN

Page 37: Business etiquettes

WEAR FORMAL SHIRTS IN OFFICE

AS A RULE, THE SIMPLER THE BETTER

Colours you can choose : White, off white, pale, blue shirts are preferred; though you may wear dark colored shirts too. (given below are the colours preferred by professionals).

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EXAMPLES OF COMBINATION

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DON’T WEAR !!

Shirts with thick stripes and checks

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TROUSERS

1. They should preferably be dark though you may wear beige and with a dark colored shirt.

2. Try to have at least one pair of black trousers. 3. Trousers may or may not have pleats

Page 41: Business etiquettes

TIES• To play it safe choose a traditional silk tie.• No loud colours or patterns.

Given below are some well accepted colours and patterns

• It may be wise to avoid ties with images and designer logos

Page 42: Business etiquettes

APT LOOK OF TIE

Your tie should co-ordinate with your attireThe knot should be a perfect triangle.

Page 43: Business etiquettes

DON’T

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SOCKS

• Choose a color that coordinates with your trousers (usually black, dark gray, dark brown, or dark blue) Make sure they are long enough not to expose your skin when you sit down. As a thumb rule, do not wear white socks.Wear clean socks to avoid bad odour

Page 45: Business etiquettes

SHOES

Wear a good pair of leather shoes- black and brown/tan shoes. Shoes must be polished everyday.

Page 46: Business etiquettes

DON’T Do not wear shoes that look casual.

Also, do not wear shoes with worn out heels

Page 47: Business etiquettes

BELTS

Wear only formal belts with a sleek buckle.As thumb rule, match your belt to your shoes.

BELTS

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AVOID THESE BUCKLES.

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Best fabrics for: Suits, jackets and

trousers: Wool/Wool blends - Can be

worn all year; do not wrinkle easily.Cotton blends - A cotton pin cord or poplin is for warm weather.

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Page 51: Business etiquettes

Accessories

Jewelry - No more than one ring per hand. Good quality watch in sterling silver, gold or stainless steel.No earring or stud.

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DRESSING FOR WOMEN

Patterns• Indian• Western

Don’t mix and match above

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Concept

• These days, when women are equally comfortable chairing boardroom meetings, corporate dressing has taken on a whole new meaning

• When it comes to working women, dressing up is all about blending the casual with the chic. Nothing too loud or flashy, but definitely a mix of buttoned up business basics along with a weekend casual business attire.

• The idea is to be a little conservative yet stylish without going the casual way

Page 55: Business etiquettes

There is no point struggling

with a floating dupatta or a

wayward saree (unless you

are used to it and can carry

it off with élan) while

giving that boardroom

presentation

Page 56: Business etiquettes

Work clothes for women have

graduated from sarees to salwar

kameezes, from westerns to what

are called Indo-westerns

Fusion fashion has given the

traditional salwar kameez a new

lease of life

Page 57: Business etiquettes

The comfort factor is crucial

in this regard, which is

why western outfits are

popular across the age

board among women. The

emphasis is on fuss-free,

wash-and-wear clothing.

Page 58: Business etiquettes

Shiny nylon and

bright nail paint are

a strict no-no . Make

sure the nail paint

isn’t shiny and avoid

colours such as

black, red and

orange. Hair should

not be falling all

over the face

Page 59: Business etiquettes

Sensible and comfortable

shoes, in soft leather

and neutral colours,

complete the corporate

look for today’s women.

All that remains it to

put your best foot

forward in the

workplace.

Page 60: Business etiquettes

Corporate colours are grey, black,

navy blue, brown and white.

The Indian palette is a national

asset and can be skillfully

corporatized into pleasant but

unfrivolous pastels and solids

like beige, beige-coral, deep

rust, terracotta or tone-on-tone

shades of green, blue and even

red.

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For a formal occasion, business suits are ideal or a knee-length skirt. The shortest is four inches above the knee. No visible cleavage.

Page 62: Business etiquettes

Trouser length should

be one and a half

inches from the floor to

the back of the heel.

Buttons, belts and fly of

the trouser should be

neatly aligned.

Page 63: Business etiquettes

However, not all women

are ready to do away with

sarees and salwar-

kameezes yet, and these

Indian dresses are still

considered ‘formal’ by a

many blue-chip

companies

Page 64: Business etiquettes

Accessories

• Purse

• Scarf

• Handkerchief

• Wristwatch

• Ear tops

Page 65: Business etiquettes

HAIRS

• Oil

• Wash

• Hair style

• Hair colour

• Head lice

• Dandruffs

Page 66: Business etiquettes

MAKE UP

• Don’t try to look like a pastry

• Should be pleasant

• Should be minimal

• Pastel shades of lipstick with a light

eye liner should do fine

Page 67: Business etiquettes

WARDROBE

• Invest in your wardrobe

• Wear matching accessories

• Wear what suits you

• Comfortable wear

Page 68: Business etiquettes

Women Need to Avoid

• Designer belts

• Heavy Jewelry

• Jhumkas

• Anklets

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Be careful About…

• Long nails with exotic , over-the-top shades are for the filmy

babes

• Short, well-manicured nails

• If you must use nail paint, go for a single tone in light shades

of peach, silver or pink. French manicures are ideal

• Footwear - The heel on the shoe should not be more than

1.5 to two inches high

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AVOID

• Dirty clothing

• Wrinkled clothing

• Baggy fit clothing

• Transparent clothing

• Big and dangling pendants and earrings

• Over piercing of ears and multi rings

• Wearing loud fragrance

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Page 72: Business etiquettes

When you leave the house, be sure to look the part of a professional

life

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PERSONAL HYGIENE

PERSONAL HYGIENE

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