How something such simple as setting your voicemail can be an indication of good manners? Do you know how to use instant messaging or text appropriately? Do you understand etiquette rules around social media? If the answer is no, let's find out!
Voicemail
How you set up your voicemail is going to project a professional image anytime when you are not available. Think of your outgoing message. Is it professional? Are you using a business-like language and tone? Are you speaking clearly?
You should be thinking of the caller's convenience. When they are calling you and you are not available, what do you want them to leave you?
Of course, you want them to state their name and the phone number that you can call them back.
Ask for that in your business message. If you do state your availability and when you will be back in the office, ensure that when you return to your office and change your message.
You also want to leave a phone number to the caller, in case they want to get in touch with someone in case of emergency. Or if they just need something now. Provide the phone number that they can call when you are not available.
Cell phones
In today's business settings the cell phones have become a standard thing. Because of the global footprint, cell phones are often a requirement of a business. You may or may not have a business phone and your personal phone.
When it comes to personal phone when you are at work it should be put aside. you should only use it on your lunch break or breaks or at appropriate times outside when you are doing work.
When it comes to business phones, you should follow some etiquette rules around it.
Firstly, you should avoid using it in public. If you are using a business phone in public changes are that the public may hear the conversation. Therefore, it is very important that you do not reveal business information that may be confidential in from of the strangers.
You also want to ensure that when you are with family and friends, 100 percent of your focus is with them and not at your phone.
The worst you can do is to call or text when someone is trying to capture your attention.
Phones are also not part of meal settings. When you are having a meal or even at a meeting, that phone should be put aside and be turned off.
Always avoiding reading messages under the table. What is that thing? Have you ever seen anybody reading their e-mail or book under the table? I don't think so. Not only it is unprofessional but also shows a poor etiquette.
You should never take a call in a restroom. It is considered unprofessional not only for the people around you but also for the caller.
Ringtones
Your ringtones should be appropriate and business-like. Songs or unprofessional tones should be removed not only from the business phones but also from personal phones.
E-mails
E-mails are great tools for communicating. But there is some etiquette to be followed in order to be professional. I will mention a few basic rules concerning e-mails below. However, if you want to find out more, visit my article "How to KISS (Keep It Simple Smart) in writing - Business E-mail Etiquette". You can find there, more in-depth information about e-mail structure and fundamental rules around this type of business communications.
In e-mail:
- Be informal, but cautious;
- Write for skimmers and sceptics;
- Do not use UPPERCASE LETTERS;
- Reply quickly;
- Consider when to use e-mail and when to talk over the phone;
- Know how to use an attachment;
- Think about the individual and do not use it as a hammer to get someone into trouble;
- Proper use of 'cc' and 'bcc';
- Think about the rule "Send Save and share". Are you sure you want to make that joke or comment that someone might share or forward to someone else?;
- Proper use of "Reply all";
- Use the proper signature.
Instant messaging
Another communication tool which makes you effective and efficient at work is instant messaging. This one also has some etiquette rules to follow.
The first one is to master the use of the system and understand how instant messaging works. Many systems have various tools which tell you whether an individual is available or not. In the event that it says that they are available or not, always ask whether the person is actually available as you start. It is just a simple process to show consideration in case they are in the middle of another conversation or have the status marked accidentally.
Instant messaging is set for sending a quick instant messaging to somebody to let them know briefly what you need.
By asking them whether they are available and then stating what you need you are going to respect their time. It should not be a tool that you use to carry on a long dialogue.
You should use grammatically correct sentences in instant messaging. Using acronyms or any kind of slang is not appropriate.
In instant messaging, you want to stick to one subject and moving away. Be brief, be quick and be gone.
Remember, that instant messages are also something that can be saved. And so if it is something you don't want, an instant message and it is something you want to say, you may need to visit your colleague and talk to them.
Texting
Texting has become a tool that is used by many people. It also has its own etiquette and professionalism.
First of all, you should avoid personal texting during work hours.
That's not a good use of your time at your workplace. You also want to ensure, that you never text in the meeting or in front of others.
If you are standing in front of somebody, 100% of your focus should be on them.
Do not text, while you are in front of them.
If you are in a meeting never send a text, unless its part of the meeting and someone asks you to do it to obtain some information.
You should also know when it is appropriate to text your coworkers. The way to know is to simply ask. In the event that you are speaking to someone and they mention to contact them on their phone, you need to ask whether it is okay to text them. If they say no, it is clear. You should also remember that this is not part of the business relationship.
When you use text, you should always use the professional and common language. It's hard to read somebody's tone via the message. Avoid jargon or any type of abbreviations when texting professionally.
You should also remember, to never send a text to communicate bad news. The text should not replace the real world between two people in a sad or negative situation.
Never use text to cancel or change a schedule. Text is the worse way to change a schedule. Pick up the phone and explain the change or cancellation.
Always double check your text before you hit the "send" button. Take that time to practise professionalism when it is appropriate in the workplace.
Social media
Social media has become the norm in the business environment. But there are definitely some etiquette rules around that.
- Never discuss your business or organisation on a personal account
- Speak and promote positive only
- Recognise that EVERYTHING can be seen
- Be mindful of pictures, contacts and posts
- Play by the rules set by the organisation and their code of conduct
- Be respectful to others
- Avoid during working hours
You need to be mindful who can see your posts and your pictures or any kind of posts.
In a situation when you are in a business event and you would like to post pictures of others, you must ensure that you ask them whether this is okay to post their pictures on the social media. That is part of professionalism and etiquette. If they don't want to be part of the photo, they should not be posted on social media.
It today's environment and society employers when seeking out new employees, they will go out to social media and explore what is out there about the individual. Therefore you should consider when posting any pictures or comments, whether you would like your current or potential employer to see.
You need to be mindful of any events or behaviours that may be embarrassing or detrimental to your reputation. Such things may not be favourable in their business environment. The last thing you want to do is to be denied for a job because of a picture of you on social media.
You should therefore ensure, you are knowing the privacy settings and share pictures only with those you can trust.
As far as professional accounts and posts, ensure that you know and follow the rules about them. If you are lucky enough to be responsible for business social media, speak with your manager or someone to understand what are these rules. Generally, these would be included in the business policy or code of conduct. Know them in and out and follow at all times. Be respectful of others and ask for their approval.
It is not professional to be on your personal social media when you are at work.
Summary
In the ever-changing world and popularisation of social media and the latest technology, it is important to be mindful and consider your behaviours and attitude. The way to write e-mails, text or comment on social media may be detrimental to how your current or potential employer perceives you. Ensure, that you know and understand how to navigate around it and always check privacy settings before posting any pictures or comments.
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