Whether you are hosting a meeting or attending one at someones's office there are some groups rules you should be aware of. You want to make the best impression and with some ground etiquette rules you are always safe. Knowing how to act in different business environments is crucial for your success.
From my previous blogs, we know already that we should always dress appropriately. Your office area should always be clean, tidy and in good temperature. If you are hosting a meeting, check the room is pleasant, comfortable and all technology set to work just fine! Any confidential papers should be kept away as well as your personal phone. When setting the table, ensure there is enough chairs and everyone has the space they need. Your appearance, behaviour and volume will set the tone for the meeting.
If you are attending one, similar rules apply. You should always keep your phone away and on silent. Do not bring your own coffee to tea to someone else's office as it creates garbage. If you are offered a water, say "yes", but don't ask to make you a coffee a tea if not offered.
Verbal communication
One fundamental rule, is that everything you say must remain professional at any place, whether its a lobby, restroom or reception. You never know who could be listening or watching.
E-mails
When writing e-mails some etiquette rules also apply. In fact my very first blog was about writing e-mail. You may want to check it out here: https://agnessopel.wixsite.com/qualityworkplace/post/quality-internal-e-mail-communication-how-to-kiss-in-your-writing
I will only give few pointers today:
You always put most senior name first in an e-mail following the rank,
E-mail should be no longer than two paragraphs, use bullet points where possible,
Files need to be clearly described and identified,
Do not use acronyms if possible,
Short, concise and on point subject line,
Use appropriate greetings and closing off,
Do not use "As discussed", use "In regards to points A,B,C",
Do not say "No problem",
Don't start off e-mail with "Hello", "Hi",
Always ask someone before you forward their e-mail,
Be ware of capital letters and exclamation marks,
Do not use emoji,
Try to reply to all your work e-mails within 24 hours or at least 24 hours if you received it late in a day.
Phone etiquette
When answering your phone always have prepared a nice greeting, for example "Good Morning, Julia speaking. How can I help you?" or use the greeting recommended by your company. You should also have your custom voice-mail message and make sure to check it out. We should also be careful when leaving someone on hold for too long, sometimes its easier to ask whether you can call them back.
Now, if you need to take a call on your cell phone, never answer in front of everyone. Excuse yourself away. If you are expecting a call during meeting, its better to advise the people upfront. We should also try to avoid talking on the phone while in an elevator and only use work phone for business purposes.
Having a strong voice in business is also very important. I am still catching myself speaking too fast or too soft at times. My mum always asks me whether I had anything to eat when she can't hear what I say!
You should try not to end your sentences while going up with your pitch or talking monotonously. Yes, I also have tendency to speaking too much! I used to have an excuse for that I have a lot to say, but it is no longer an excuse! Also, filler works like "ahh", "hmmm", "so" or "okey" are better to be avoided. And never, but ever, swear. It is considered very unprofessional.
Fearing public speaking? You are not alone. It takes preparation and practice, but do not give up! Always prepare and practice your presentation. The better you know the material the more confident you are going to be.
It is a good practice to get to know your audience. The presentation style may need to be completely different when you talk to CEO or close team of employees. Make eye contact with your audience, smile, connect with them, look in all directions in the room.
In presentations, the more visual adds the better so use your tools wisely. If you have a chance, try to see the room you will be presenting in, get the climate, imagine you doing an amazing job, get excited. And finally... breath, breath, breath.
Breathing acts as natural relaxant. A short breathing exercise with a body scan really do wonders for you! In larger rooms try to move around, engage audience, be dynamic. They will absolve your charismatic energy.
Non-verbal communication
When talking to someone it is important to watch the person you are talking to. If you know when someone is upset, bored, angry or confused you can act and make the interaction more successful.
Watch their eyes and mouth together. If someone is pinching their eyes and mouth you know they are likely not on board with what you are saying. Nod your head when someone is talking to indicate you are engaged and listening. If someone is acting poorly and with bad manners we should really ignoring.
Correcting bad etiquette is bad etiquette.
Unless you are a manager you can fix the issue afterwards and train the person in hand.
When the conversation become control versional, don't let it boil over. Address any issues politely and have suggested solution ready. You should also never speak or write when you are angry, wait until your emotions cool down. Nothing good can come out of fighting fire. If someone is angry with you and start raising their voice, for you to raise your voice as well is the worse thing you could do. Instead, remain poised, answer with form and assertive voice and keep our cool.
If you are travelling to another country for business its important to do your research and understand the culture and basic etiquette. Incorrect manners, can break business deal.
I hope the tips and rules above has made you feel more confident. These are not strict rules, but should make you think that they really put your communication at ease. Show respect to others and yourself. Act with good manners!
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