Business Etiquette Fall 2007 Our Services Career counselling and planning Résumé and cover letter review Company presentations/info sessions/on-campus recruitment Interview preparation (incl. case & finance) Workshops/Career Fridays Weekly newsletter (jointly with Student Affairs Office) Engineers-in-Action Speaker Series Company Visits Career resource library and website (job database) McGill TechFair (www.mcgilltechfair.com) WWW.MECC.MCGILL.CA 1
Agenda Networking Business Communication Dining etiquette On the job Quiz What is etiquette anyway? The conduct or procedure required by good breeding or prescribed by authority to be observed in social or official life (official dictionary definition) Basically: It is the set of rules that govern socially acceptable behaviour - which is defined by culture In other words: Making other people feel comfortable through our actions Professionals exhibit courtesy, conscientiousness and businesslike work manners. 2
Networking Tips Smile, make eye contact, use positive body language Good handshake - stand Introduce yourself Name tags belong on the right shoulder - adjust if necessary Hold drinks in left hand / plate in right (eat with left hand) Consider how can you help Ask open-ended questions Avoid: negative comments / conversation, controversial, unpleasant, too personal topics Personal space (arm s length) Bring business cards - ask for their card, read it before putting it away Thank you notes are always appreciated Easy Introductions Always introduce junior to Senior. ex. Heather Monroe-Blum, this is my brother Alex Baldwin. Ms. Monroe-Blum is our Principal. Heather Monroe-Blum, may I introduce / present my brother Alex Baldwin. Ms. Monroe-Blum is our Principal. Be sure to explain who they are and give their full name. The client is usually considered the senior In business, rank and status is more important than gender and age. Avoid using the word meet 3
Telephone etiquette If you are calling someone, prepare what you are going to say - what message would you leave... If someone answers - introduce yourself and ask if the contact is able to speak with you Leaving a message? Speak slowly - name and number 2x - leave concise detailed message Use voice mail / answering machine during job search - professional message only (if you share a phone with others - ensure that they take proper detailed messages) On hold: use the hold button not your hand keep it short Cell phone etiquette - watch tone of voice Beware of call waiting - Don t call repeatedly and hang up leave at least one message Return calls within 24 hours if possible Do not chew gum / eat /drink while on phone Email- Think before you hit Send Remember that email is a formal communication tool Use last names, unless you know the person very well (ex.) Always include your name and number - even if you ve sent messages before Do not request read receipts (exception) Watch spelling and grammar Avoid use of urgent / high importance Avoid using all capitals Avoid sarcasm/irony/subtle humour - it does not translate Signature / sign-off and tag lines Use a subject that is clear and concise (makes it easier if someone has to search for your email) - when replying, change the subject line if necessary Use a professional sounding email address 4
Email (cont d) Don t put employers in your contact list / do not send out chain letters / jokes / mass emails Having received a mass email, respond only to the sender, unless everyone on the list needs to hear your response When sending a sensitive email, double and triple-check your recipient list After sending an important email - check to see that it didn t bounce back Check your email once a day if you are job hunting Your work email should be for work only - do not job search or send sensitive personal communications with your work email. Employers have the right to monitor email usage (plus emails never really disappear...) Reply within 48 hours max. Dining etiquette Purpose is to get to know each other in a friendly environment - remember if this is part of the interview, then this is still part of the selection process Generally, the person who invites pays, unless there is another agreement (always make sure to have $$ on hand in case you must pay your own way) 5
Dining etiquette Napkin - Place it in your lap half-folded once everyone has been seated Not obliged to drink alcohol, but if everyone else chooses a drink - order a juice/perrier If you are a guest -take your lead from the host - What looks good to you? - to get a sense of price ranges. Don t order the cheapest/most expensive items on the menu Drink on the right / eat on the left Avoid speaking with mouth full Eat a little of everything at the same pace as others- do not pick at meal Bread - take a piece and some butter and put them on your plate. Break your bread into individual pieces before buttering them (exception breadsticks) Be polite to servers Dining etiquette (cont d) Choose items that are easy to eat - not messy (ex. avoid mussels, spagetti, lobster...) Food to fork / soup- sip from side Never salt food before tasting Wait for everyone to be served before you start eating - unless someone who has not been served encourages you to start... Utensils - work starting on the outside Continental or American style During meal, rest utensils gently on either side of your plate (on your plate) Do not blow nose at the table - excuse self and go to washroom If you leave the table before you have finished your meal - leave napkin on chair. Only place napkin on table at the very end of meal Don t send back food unless there is really something wrong 6
So many rules and special situations Passing- generally to the left - salt and pepper together Sugar/sweetener - max 2 per drink Dropped food /dirty fork don t pick it up ask for a new one At the end, leave plate as is, place knife and fork diagonally across plate - knife blade facing you (10 and 4 o clock) Special Situations: Buffet don t pile high Pre-set meals - if food choices are not acceptable, discreetly let the server know and provide suggestions On the job Make a good first impression with your colleagues - Be friendly and introduce yourself Be punctual - be ready to start work on time Listen and observe: communication styles / meeting styles / preferences Identify key resource people Learn as much as you can about the company / job Take notes when being trained and ask questions for clarification Ask for and accept help and feedback At work, find out what protocol people use when answering the phone / setting up their voice mail Get to know your colleagues share some personal information (within limits) 7
Common workplace irritants Avoid gossip and gossiping Use shared areas / equipment with respect and courtesy (ex. Printer, washroom, kitchen, photocopy machine) ie. Clean up after yourself / fix what you broke Use scent / perfume sparingly Avoid food with strong odours at your desk (dispose of your containers properly) In cubicle world, everyone can hear your conversations watch your volume. Watch your consumption and behaviour at office parties Resources and Key Words http://www.quintcareers.com/job-hunting_etiquette.html http://www.albion.com/netiquette/index.html http://www.advancedetiquette.com/backissues/ http://www.etiquetteexpert.com/etiquette-tips.html You will rarely go wrong if you remember these key words: Please Thank you Well done 8