Etiquette for the U.S. Workplace

Transcription

1 Etiquette for the U.S. Workplace Keith Soster University Unions Kate Zheng International Center

2 What workplace issues prompted you to attend this workshop? Different communication styles Maintain good relationship style Meeting with supervisors Politics in academia How to be polite even when unpleasant things happen at the workplace How to express disagreement How to start a conversation Questions and responses

3 Write down one workplace issue that you encounter regularly. Conversation topics Gossip Conversations often interrupted by one coworker Dealing with interdepartmental relations Understanding jokes Advisor missing appointment with me Appropriate language Questions and responses

4 Understanding overall workplace decorum Treating others with respect Understanding cultural differences & how to work in a different culture Being comfortable around people Making people comfortable around you Presenting yourself with the kind of polish that shows you can be taken seriously What is Etiquette?

5 Arrive on time Early is on time On Time is late Late is unacceptable There is no such thing as Michigan time First Impressions

6 Late for meetings conveys disrespect Don t come to a meeting just to be seen Honor people- make sure you don t reward late comers by starting late Concept of time in different cultures Time & Etiquette

7 Introduce yourself- 5 steps 1. Make eye contact 2. Firm hand shake 3. Greet them by name 4. Say your name slowly 5. Smile Wait to be seated (unless you re the host) Come prepared for the meeting Take notes and follow up (notepads/ laptops and what is proper) First Impressions

8 Body language - introduction

9 Most important person first ex. Dr. Taylor, this is my wife, Mrs. Brogdon-Soster or John, this is my wife, Sherri Be sure to clarify your relationship with the person Avoid the word Meet Both should have enough information to carry on a conversation Proper Introductions

10 Different cultures maintain different standards of personal space 0-18 inches- intimate space 18 inches- 4feet- personal distance 4-12 feet- social distance feet- public distance Comfortable personal distances also depend on the social situation, gender, and individual distance Personal Space

11 Never be without business cards Don t be stingy, give one to everyone in the group, not just who you think are the important people Must be of good quality Offered and received with respect Read it immediately In private, note the occasion & date it was received Business card etiquette

12 Business Cards for UM Students

13 Be on time Be respectful Ill-mannered to wear ear buds in the office Respect the business goals (know the business goals) Respect confidentiality Keep your boss well- informed (the value of managing up) Follow proper etiquette Employee Etiquette

14 Wear appropriate workplace attire (and know how to ask what is appropriate) Show consideration for others Apologize when you re wrong Keep interruptions to a minimum Follow the Golden Rule- do unto others. Employee Etiquette

15 Different Communication Styles Different Attitudes Toward Conflict Different Approaches to Completing Tasks Different Decision-Making Styles Different Attitudes Toward Disclosure Different Approaches to Knowing Respecting our differences and working together

16 - Check the number & dial it correctly - Identify yourself- say your name slowly - Be an attentive listener; don t do other jobs at the same time (they can hear you typing) - Don t interrupt - Use the person s name - Review any follow up that must be done - Thank them for their time Telephone Etiquette Making a call

17 Answer promptly Greet the caller pleasantly- rememberthey can t see you Take messages & repeat for clarity If you need to transfer, explain to the caller first, then do it If you must put someone on hold, ask them for permission first Let the caller be the first to end the call Telephone Etiquette Receiving a call

18 It is rude to make a call whilst in the company of another person Sending text is also rude No cell phones at work It is rude to be on the cell phone while helping people (register/check-out) When in a meeting or dining with someone, turn the cell phone off If you must take a cell phone call, explain ahead of time and then excuse yourself from the table first Cell Phone Etiquette

19 Don t forward anything without editing out all the forwarding>>>, other addresses, headers and commentary (unless it is critical to the receiver to understand) If you cannot take the time to write a personal comment at the top of your forwarded - don t send it at all Ask yourself if the is of value- if notdon t send it Do not forward chain s- they do not carry luck- good or bad Etiquette

20 Work s verses personal s Public institutions Employee/ employer communication via - your role Your on a bulletin board etiquette

21 Respect the privacy of those you send s 1. When forwarding s, put your address in the To: field and others in the Bcc: field 2. Remove any addresses in the body of the 3. Ask the sender if it is O.K. to forward the e- mail Enter a clear concise indication in the subject field as to the contents of the Type in capitals only if you mean to SHOUT etiquette

22 Save multi-colored text for love notes Acceptable colored text only when you intersperse your replies to questions in an e- mail Ask if your replies will be better received by phone; if so, make the call Consider if sending an is the best way to communicate the message Think carefully before you decide to click reply to all Do not request a deliver receipt unless it is vital Etiquette

23 Thank you in reply to an is courteous- but is it necessary? Avoid ambiguity Keep it to the point Remember that s should be considered mail that anyone can post to a bulletin board- ask yourself if any of your s would offend the person reading the bulletin board NRN- no reply necessary etiquette

24 First impressions are important- you are the ambassador/s of the business You also represent yourself Dress for the job you want, not the job you have (always error on the side of dressing nicer) Research the company before you interview (IBM versus Abercrombie & Fitch) Proper Dress

25 In general, business casual means dressing professionally, looking relaxed yet neat and pulled together.(wikipedia) Middle ground between business formal wear and street wear When in doubt- dress up What does Business Casual really mean?

26 Gym clothes Rumpled or ripped clothing Miniskirts Underwear as outerwear (Pj s) Inappropriately revealing attire such as bare midriffs Visible underwear (boxers or thongs) Open toe shoes & shorts (in some cases) Inappropriate attire

27 Understanding overall Business decorum Treating others with respect Being comfortable around people Making people comfortable around you Presenting yourself with the kind of polish that shows you can be taken seriously Review

28 Communicating by phone and by Phone_ _Handout_2011.pdf Workplace Survival and Success Tips for Writing Professional ps.htm How to Dress Professionally When Casual Dress Is Your Norm ess.htm Resources

29 Questions? Please complete the evaluation. Thank you.