Etiquettes are expected behaviours and expectations for individual actions within society, group, or class. Business etiquettes involve treating co-workers and employer with respect and courtesy in a way that creates a pleasant work environment for everyone.
Office
Etiquette:
Office etiquette means the manner in which one
conducts oneself within the office environment among people. It helps smooth
the wheel of daily interaction within the office. Some of office etiquettes are
as follow:
1. Reach office on time.
If there is a delay, inform the concerned person.
2. Dress
code may not be compulsory in office. In such case, wear appropriate dress and foot wear.
3. Keep
your phone on silent mode.
4. Be
neat, clean and as conservative as the business requires you to be. Do not expose yourself under the name of
fashion.
5. Speak clearly and audible
enough. Do not shout. Do not use slangs
and abusive words or language.
6. Listen to people when
they speak to you. Give them your full attention. Do not interrupt the speaker though you are not agree with him.
After he is done speaking, express your opinion.
7. Avoid gossiping and criticising others.
Never pass personal remarks about anyone. It shows your personality poorly.
8. Be polite
with your juniors. Be respectful towards your elders even if they are junior to
you.
9. Knock
before entering other’s cabin.
10. Acknowledge people and their work.
Show appreciation with words or appropriate gestures.
11. Be part of office gatherings.
These are informal situations where you can interact with your colleagues and
get to know them better.
12. Above
all, never forget the use of four magic
words of good manners- ‘Please’, ‘Thank you’, ‘Sorry’ and ‘Excuse me’. Use
these words sincerely; never overuse them that the sincerity behind the words
is lost.
1. Be kind and courteous. Never fire or shout in a public forum. Show respect for the opinions of
others, even if you don’t agree.
2.
Never say anything negative about your company, your former company, your boss, or your co-workers.
3.
If you are unsure of anything you’ve typed, hold it in draft mode and read it later before
releasing the email or post.
4.
Most people use
the internet to save time, so honour
that and keep all messages as brief as
possible. If you have more to say, try breaking it up into smaller topics. This
will force you to be more organized and enable the reader to digest the
information in a more orderly manner.
5.
Avoid using all caps in any email or post.
6.
Protect personal information. Since anything you post on the internet is out
there for all to see, avoid adding anything personal.
7. Obey Copyright Laws. Never copy someone else’s work and
post it as your own. It is against copyright law because it is considered
stealing.
Business
Card Etiquette: Business cards are exchanged at first
meetings, casual, formal and at social and business gatherings. Business cards
are very important for the success of the business. So, a lot of attention
should be paid to the etiquette of exchanging cards.
1. Design
a smart business card.
2. Always
carry enough business cards with you.
3. Keep
your cards in a business card case to protect them from wear and tear. A
crumpled one makes a poor impression.
4. Keep
your business cards up to date.
5. Give
your business card only to someone who asks for it.
6. If
you would like someone to have your card, ask for his card. He is sure to
reciprocate.
7. Give
your business card with your right hand, facing the receiver so that he can
read it without turning it around.
8. Receive
the card with right hand, hold the card by its edges, and thank the person.
9. When
you receive a card observe the logo, the business name and comment on it.
10. Do
not write anything on the card during the exchange.
Handshake Etiquette: Handshake is a
formal greeting that goes along with our words. Some handshake etiquettes to be
followed are:
1.
Shake hands when meeting someone,
renewing an acquaintance and when you say goodbye.
2.
Offer your hand with fingers towards the
floor; don’t hold just the fingers or try to crush the other person’s hand with
an iron grip.
3.
To shake hands properly, keep your thumb
up and touch webs (the space between your thumb and first finger) before
wrapping the fingers around the other person’s hand.
4.
While handshake look the other person in
the eyes and lean forward ever so slightly.
5.
Greet the person before and during the
handshake.
6.
Shake hands in an up-and-down motion.
7.
Handshake
should be brief and formal. It should extend two to four seconds.
8.
The person in a higher position of
authority or age should initiate the handshake.
Telephone Etiquette:
As
the telephone is still widely used for organisational communication, the
receiver or the listener forms an image of the speaker and the organisation
while communicating. The personnel in an organisation may receive calls
directly, get calls transferred to them through the telephone operator or other
departments. The calls could be about providing information, making requests,
inquiries, fixing appointments and so on. The receiver of the call should be
able to guide the caller to the right person or department. Here are some
guidelines for making a positive impact by telephone.
Answering a Call-
1.
Answer the call promptly on the first or
second ring.
2.
Greet properly and provide basic
information. Ex- On receiving a call, ‘Good morning- This is Komal Patil of
Tata Electronics- How can I help you?’ The tone should show that you are eager
to help.
3.
If you have to leave the telephone to
get some information, ask if the caller would like to hold on or would like you
to call back.
4.
If you have to put the caller on hold,
ask permission and wait to hear the answer before doing it. Thank the caller
for holding.
5.
Listen
carefully. Use words like ‘Yes’, ‘I see’, etc. to show that you are listening.
6.
If the call is for another person,
transfer it and make sure the caller reaches his destination (person) quickly.
7.
If you have to take a message, get all
the relevant details from the caller.
8.
End the call politely with thank you.
Making
a Call-
1.
Before making a call, prepare with all
questions and comments. Collect all required information, files, papers that
may be needed. Have paper and pen at hand.
2.
Greet
as soon as the call is answered. Return the greeting and identify yourself, and
ask for the person to whom you want to speak. Ex- ‘Good morning, I am Mukesh
Patil from Pragati College; could I speak to Pravin Patil of English
Department?’
3.
Use simple language, familiar words and
short sentences. Speak in your normal voice, neither too loud nor too soft.
4.
Never put anyone on speakerphone without
taking permission.
5.
End the call politely and thank the
receiver for giving you time or information or help. Wish the receiver for good
day.
6.
As the caller put down the receiver
first.
E-mail Etiquette:
All offices today use computer and e-mail is a
commonly used method of communication. For effective and successful of e-mail,
one should take care of following etiquettes.
1.
Use
professional e-mail address.
2.
Write
a specific subject line. Make it short and to the point.
3.
Begin your e-mail with proper
salutation.
4.
Write clear, short paragraphs. Be clear
and to the point.
5.
Avoid using capital letters unnecessary.
6.
Keep to plain text and readable font.
7.
Use only the common abbreviations.
8.
End e-mail with your name and other
details.
9.
Always revise and check the message
before sending.
10.
Send copies only when essential.
11.
If you have to forward a mail, delete
the needless information.
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