![Use Smart Subject Lines
All messages should have clear and specific
• “Subject Lines” that
₋ describes the message content
₋ specifies if there are any actions required &
due dates
₋ mentions clearly who the message is for
• Subject Line Template:
₋ TAG description [actions] [due date] [(EOM)]
Free Powerpoint Templates
Page 16](https://image.slidesharecdn.com/businessetiquette-131220225255-phpapp02/85/Business-etiquette-16-320.jpg)
Business etiquette
- 2. CORPORATE ETIQUETTE – Key Aspects • Difference between Social and Business Etiquette • The importance of Introductions • Important business Etiquettes Free Powerpoint Templates Page 2
- 3. Difference between Social and Business Etiquette Social Etiquette Business Etiquette • Marked by Courtesy • Gender Plays a Role • Marked by Hierarchy & Power • Gender has no Role Free Powerpoint Templates Page 3
- 4. Principles underpinning all Etiquette • Golden: Treat others as you would like to be treated • Platinum: Treat others as they would like to be treated Free Powerpoint Templates Page 4
- 5. What is Etiquette? Etiquette is a code of behavior that delineates expectations for social behavior according to contemporary conventional norms within a society, social class, or group. Free Powerpoint Templates Page 5
- 6. Why business Etiquette ? • 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 • Exhibit Professionalism and develop a polished image “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”. Free Powerpoint Templates Page 6
- 7. The Importance of Introductions • Gender • Name Tags Free Powerpoint Templates Page 7
- 8. Introductions • Failing to introduce people in a business situation makes you look downright unprofessional. • Always rise as a mark of respect. • Look into the eyes and smile • Give a firm handshake Free Powerpoint Templates Page 8
- 9. Introductions Introduction protocol Junior is introduced to senior The rule is to say important persons name first. Add a few words about that person If you forget someone’s name during an introduction, don’t panic. Look the person directly in the eye and with a sincere smile, say “I’m sorry, but your name just slipped my mind. Could you remind me?” Stay around till both the parties start speaking. Free Powerpoint Templates Page 9
- 11. Handshake • • • • • • • • Handshake is a gesture of acceptance and welcome Extend your right hand Web to web, finger to finger Give slight pressure Grasp the other person’s hand firmly and completely Look into the eyes and smile Release the hand in three seconds But no matter what, never, ever refuse to accept someone’s hand Free Powerpoint Templates Page 11
- 12. Certain important business Etiquettes are : • • • • • • • • • E-mail etiquette Dining etiquette Telephone etiquette Office etiquette Meeting etiquette Business card etiquette Cubicle etiquette Dress etiquette Networking Free Powerpoint Templates Page 12
- 13. Email etiquette • Email etiquette is so new – the rules are evolving because of our increased use of email • Some general rules of etiquette should be observed Need of Email Etiquette - Professionalism - Efficiency - Protection from liability Free Powerpoint Templates Page 13
- 14. Email etiquette rules • • • • • • • • Be concise and to the point Use proper spelling, grammar & punctuation Make it personal. Avoid using Bcc and Ccc unnecessarily Use templates for frequently used responses Answer swiftly Use a meaningful subject Read the email before you send it Keep attachments to a Minimum and mention your attachment in the content • Take care with abbreviations and emotions • Take care with rich text and HTML messages • Use active voice instead of passive voice Free Powerpoint Templates Page 14
- 15. Poor Usage Examples • No subject line • Action required and key points are hidden in the message • Misusing the global distribution list • Discussion that could have been done on the phone Free Powerpoint Templates Page 15
- 16. Use Smart Subject Lines All messages should have clear and specific • “Subject Lines” that ₋ describes the message content ₋ specifies if there are any actions required & due dates ₋ mentions clearly who the message is for • Subject Line Template: ₋ TAG description [actions] [due date] [(EOM)] Free Powerpoint Templates Page 16
- 17. Use Smart Subject Lines Good Subject Line Examples • FYI: Meeting minutes from 3/14 discussion • Reports Included: Minutes from MRM, all Reports due Friday 4/1 • DISTRIBUTE: Program agenda & related information • Bob, Joe: need you at noon meeting Wed w/ your updates • AGENDA: Staff meeting Thurs 3/12 10:00 pm • Mary: I will attend the MRM & present summary. (EOM) Poor Subject Line Examples • Weekly Minutes • Here are the URLs • Re: presentation • (blank subject line) • Unrelated subject line – sending an email with an old subject line Free Powerpoint Templates Page 17
- 18. Use Smart Subject Lines • If you can type your entire message in the subject line and don’t need to write anything in the body of the message – do so! • Type (EOM) at the end of the subject line. EOM means “end of message” Free Powerpoint Templates Page 18
- 19. Think Before You Click • Don’t automatically “REPLY TO ALL” • Take one last look at your distribution list – is this email necessary for all recipients. Eg. Welcome Mail – when replying, send it only to the person to be welcomed. • Once the email discussion goes beyond 2-3 replies anyway, it’s time to pick up the phone Free Powerpoint Templates Page 19
- 20. Write For Action • In the first 1-3 lines of your email, specify what this email is about. - Does it include action required? - Does it require a reply back by a certain date? - What information is contained that the reader will find necessary for their job? • Use the To: and Cc: addresses appropriately • Stop replies before they start - If a reply is not required, end your message with “(Reply Not Necessary)” Free Powerpoint Templates Page 20
- 21. Recommended Standards Recommended Subject Line Tags: • URG - Stop everything, read me first • HOT - Need immediate attention • RSP - Need you to respond, either way • MTG - New/modified meetings • FWD - Forward to your respective group (s) • HLP - Need information, assistance • FYI - Just for your information • ACT - Needs action Free Powerpoint Templates Page 21
- 22. Recommended Standards Rules: • No outlook templates or “pretty stationary" when sending/replying messages • Reply to sender only. Only "Reply to All" when absolutely necessary • PowerPoint Files: Zip all attachments. Large files; use shared server or websites • When possible, short messages should be written in the subject line, with the EOM tag Free Powerpoint Templates Page 22
- 23. General Tips • Use Follow Up Flags - If you find you are on a distribution list you don’t need to be on - Send a note to the originator to be removed - If you get involved in an email discussion that you don’t need to be in - Ask to be taken off the distribution • While forwarding the message delete the list of email addresses if not necessary • If you see someone else practicing bad email etiquette - Send a friendly note and ask them to correct it Free Powerpoint Templates Page 23
- 24. General Tips • Font: - Use standard font throughout the message content - Avoid colored fonts in a professional email - Be very specific with the use of bold, italic or underline font style - Keep the size of the font visible and constant • Paragraph and line spacing should be legitimate and visually appealing • Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’ instead of ‘why’, ‘r’ instead of ‘are’, etc) Free Powerpoint Templates Page 24
- 25. Call to Action • Implement these guidelines in your own email usage • It’s got to start with YOU Free Powerpoint Templates Page 25
- 26. Dining etiquette • • • • • • • • • • • Be on time Wait to sit until host/hostess indicated the seating arrangement Stand on the right side of your chair and enter from your left Put your napkin in your lap Decide on your menu selections quickly Never order the most expensive item Wait for all people to be served before beginning Know which silverware to use with which food Wait until everyone has been served before you begin to eat Salt/Pepper pass together Generally pass food to the right Free Powerpoint Templates Page 26
- 27. Individual Place Setting Free Powerpoint Templates Page 27
- 28. Manners in dinning etiquette • Don’t eat with your mouth full • Keep one hand in your lap unless you are eating European style • Remove anything from your mouth with the same implement that it went in with (except bones) • Eat at a moderate speed • Try to maintain some polite dinner conversation • Never medicate yourself at the table • If you must leave the table, place your napkin in your chair Free Powerpoint Templates Page 28
- 29. Telephone Etiquette • When u initiate a call identify yourself • Tell the basic nature of your call • Have someone answer your calls. • Always return calls. • No phone calls during meetings Free Powerpoint Templates Page 29
- 30. Telephone etiquette • • • • • • • • • • • Identify yourself when making a call Address the caller by his name in a courteous manner Keep conversation brief Never be impatient Listen carefully Do not interrupt Do not eat or chew something while speaking on phone If you wish to put the caller on hold, request his permission to do so Close your conversation with an appropriate salutation Let the caller hang up first In case of missed calls, return the call within a reasonable period of time • If some one calls you by mistake, inform the caller politely that he reached a wrong number Free Powerpoint Templates Page 30
- 31. Managing Angry Callers • Listen his problem or complaint carefully • Do not interrupt him, let him finish the whole thing first • Do not say, "you are wrong" • Empathize with him • You should be good in your area of work and investigate about his complaint or problem and solve it • Tell him the process of solving the problem • Do not mislead • Call him back when you have the solution, this feedback is important Free Powerpoint Templates Page 31
- 32. Office Etiquette • Those who follow good office etiquette are promoted and given choice assignments. • Those who are seen as crass are passed over or have their employment terminated. • Be self-aware-use common sense • Mind your own business • Never go over your supervisor’s head • Obey your company’s business dress code • Treat every employee with the same respect • Do not post things of an offensive nature Free Powerpoint Templates Page 32
- 33. Reasons for firing employees - Bad language. -Excessive workplace gossip. -Drinking on the job. -Leaving without telling anyone. -Too many personal calls Breaches of office etiquette -Bad hygiene. -Bad habits. -Wastefulness with paper. Free Powerpoint Templates Page 33
- 34. 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 coworkers, supervisors, clients ( Business letter head, phone call etc.) Free Powerpoint Templates Page 34
- 35. Office Etiquette • • • • • • Greetings Punctuality Space Time Play the Host Posture • Hovering • Communication • Credit & Compliments • Speak well of your co-workers • The Boss Free Powerpoint Templates Page 35
- 36. Meeting etiquette • Avoid swear words and vulgar references • Poor communicating skill is not professional • Avoid personal questions during first meeting • Whoever gets to the door first should open it and hold for others who are following • Turn off your cell phone ringer ,accept voicemail and text messaging only Free Powerpoint Templates Page 36
- 37. Business card etiquette •Always have a business card •Have it in a good shape and updated •Have it readily available •Be selective about distributing •Present it in a appropriate time and manner Free Powerpoint Templates Page 37
- 38. Cubicle Etiquette Free Powerpoint Templates Page 38
- 39. Cubicle Etiquette • Never enter someone's cubicle without permission. • Announce yourself at their doorway or lightly knock on the wall. • Post a sign or flag at your cube entrance to signal when you can be interrupted. • Don't peek in as you walk past each one. Free Powerpoint Templates Page 39
- 40. Cubicle Etiquette • Don't loiter outside someone's cube while you wait for him or her to finish a phone call. • Never read someone's computer screen or comment on conversations you overhear. • Keep your hands off others desk. Just because there's no door doesn't mean you can help yourself to their paper • Avoid eating meals inside the cube Free Powerpoint Templates Page 40
- 41. Dress Etiquette • The Professional looks • Dress for the part • Simple but Classy • Grooming Free Powerpoint Templates Page 41
- 42. 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 Free Powerpoint Templates Page 42
- 43. Professional Appearance • Wardrobe – Professional Business Wardrobe -For women: skirted/pant suit, 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 Free Powerpoint Templates Page 43
- 44. Professional Work Attire Free Powerpoint Templates Page 44
- 45. 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** Free Powerpoint Templates Page 45
- 46. Casual Work Attire Free Powerpoint Templates Page 46
- 47. Networking • BREAK OUT OF YOUR COMFORT ZONE • Mingle – Mingle – Mingle – Mingle – Mingle – Don’t travel with your friends – Make direct eye contact, smile and speak – Contribute positively to the conversation with your thoughts and open ended questions – Don’t monopolize someone’s time – • (This is not a time to gain free advice.) – If appropriate, collect business card(s) – Politely excuse yourself and move on to another individual Free Powerpoint Templates Page 47
- 48. Business Etiquette postures Free Powerpoint Templates Page 48
- 49. Hand shaking positions Free Powerpoint Templates Page 49
- 50. Seating Positions Casual Judging Free Powerpoint Templates Arguing Page 50
- 51. Dress code Formal Informal Free Powerpoint Templates Page 51
- 52. Thank you Free Powerpoint Templates Page 52
Editor's Notes
- #7: Exhibits Professionalism and develops a polished image ,builds confidence and instills a perception of trustworthiness.
- #37: Avoid swear words and vulgar references, poor communicating skill is not professional, avoid personal questions during first meeting. Whoever gets to the door first should open it and hold for others who are following turn off your cell phone ringer—accept voicemail and text messaging only
- #38: Business card etiquette Always have a business card Have it in a good shape and updated Have it readily available Be selective about distributing Present it in a appropriate time and manner