Professional Etiquette Etiquette is the fine art of behaving in front of others. It is more than just which fork you should use or how to act in certain situations; etiquette is about acting appropriately in everyday life. Some manners and behavior remain constant: saying please and thank you, chewing with your mouth closed, articulating and not mumbling. Nevertheless, other etiquette moments require you to conduct yourself differently than you do when you are with a group of your friends at the neighborhood pub. It is in these moments that you need to understand the particulars of etiquette. You will be learning about the following topics: Meeting & Greeting Shaking Hands Creating a Positive Impression Conversation Dressing the Part Interview Etiquette Basics of Dining Telephone and Email Interactions Follow-up Meeting and Greeting Etiquette begins with meeting and greeting. You only have one chance to make a first impression, so make it count. It all starts with the hello. Stand up when meeting people. Go around anything that is between you and the person you are being introduced to (i.e. furniture). Focus on the other person. Smile, and make and maintain eye contact throughout the entire greeting. You will make other people feel good about themselves and about you. When a person tells you their name, repeat it, it helps you remember it and also signifies that you are paying attention. Look alert and interested. If they don t tell you their title, ask them. It is a great conversation starter. Next is the handshake. Everyone knows that a dead-fish handshake is the kiss of death. So are sweaty palms (put baby powder in your pocket if you have to). Knowing that a handshake is so important, have you tested yours? Try shaking a friends hand and see how it works. Women in particular tend to overcompensate and shake hands too hard. Remember to keep fingernails neat and clean. Make and maintain eye contact while shaking hands. Rules of the Handshake 1. Extend your hand in an open vertical, flat position. 2. Tilt your fingers down with your thumb up, exposing the web of your hand towards the other person. 3. Go in for the handshake, grabbing the other person s hand in a firm but not crushing handshake.
4. Never pat the top of the hand. 5. Finally, get your hand back. The length of the handshake should be 2-3 seconds Creating a Positive Impression As already mentioned, a first impression happens once. Be prompt and professional. Why would anyone want to hire a person who doesn't have the organizational skills to show up on time? In fact, arrive early (perhaps ten minutes) to be certain that you know how to locate the meeting place and can exude a relaxed and positive tone upon arrival. By showing up early you are demonstrating and showing respect to the company and the hiring manager. You are also giving them the opportunity to take you early, which could give you more face time. Face time is important, the longer you have with the hiring manager, the better your chances will be to get the job. Do whatever it takes to be early. Allow yourself a few moments to catch your breath, make sure your hands aren t sweating, shake out the jitters and prepare what you re going to say one last time. Once in the building, be gracious to everyone you meet; greet all office personnel with courtesy and kindness. You never know who may be asked to give feedback about your visit. Communication Express some form of appreciation within the first few words. Say thank you to others for their time and effort in meeting with you or whatever is appropriate to recognize. When exchanging business cards, it is polite to look at the card and make some sort of comment, even if it is just a confirmation (e.g. "Is this your correct cell number?") Make people feel comfortable. It is safest and most considerate to stick to pleasant, noncontroversial topics about current affairs, sports, travel, work, or school interests. Encourage others to talk by asking questions. It puts them at ease. It is a proven fact that people say a conversation went well if they did most of the talking. Social conversation is very important. This is how a person gets to know who you really are. Here a few do s and don ts of social conversation: Keep it short! Just because something interests you doesn t mean it interests everyone else involved in the conversation. Avoid talking about topics that evoke opinions or emotions, such as: religion, politics and money. Watch your speech patterns. Do you interrupt people when they are speaking? Do you finish other people s statements? If so, you are not listening to the speaker. It is important not to monopolize the conversation. If you experience rudeness in conversation, ignore it. If someone extends you a compliment, accept the compliment. If you are the one extending the compliment, always be sincere. Always think twice about talking bad or criticizing someone. You are taking a risk that the person you are talking to doesn t share your feelings. Never complain. It will make you come across as a negative person.
Dressing the Part Be remembered for your strong character and excellent interviewing skills, not for an unusual display. Be certain to avoid strong fragrances (perfumes, cigarette smoke, spicy food), colorful nail polishes, piercings (except simple style in ears), eye-catching jewelry or unprofessional clothing (e.g. short skirts, wrinkled clothing, poorly cut sleeve lengths, unpolished shoes. Prejudice still exists in Corporate America when it comes to piercings and tattoos. If you have either, and you can cover them up, do it. Now is not the time to make a statement about your individualism. Strive for a neat and clean appearance. It is important to dress appropriately for the job you are applying for. Many times this means dressing more conservatively than your usual style. Here are a few basic tips: Women Skirt or pant suit in black, grey, or navy Always wear hosiery Heels should be of appropriate or modest height Blouses or shirts should not be revealing Men Two piece suit in black, grey, or navy Ties for men should compliment suits and shirts Always wear a belt or suspenders Always wear a white undershirt Clothes: Everything that you wear should be clean and pressed Stay conservative in both color and pattern Hair: Hair should be washed, combed and properly styled Men should keep any facial hair trimmed and neat Avoid any style that would require you to constantly fiddle with it to keep it out of your eyes Makeup/Cologne: Women should wear little make-up and it should appear natural Avoid strong fragrances (perfumes, cigarette smoke, bad breath) Shoes: Clean and polished Conservative style Women: low heel (avoid sandals and spike heels) Interview Etiquette Maintain a positive demeanor along with openness and flexibility. It is not unusual for interviewers to be late, lose your resume, change the location or to invite others to join in your meeting. Your good-natured style, versatility and willingness to be flexible will be remembered. Avoid distractions and keep the attention focused on your candidacy. Turn off cell phones, pagers and other noisy devices. Don t chew gum and don t smoke. Both can be considered offensive.
Basic Dining Etiquette A mealtime meeting is also an opportunity for a potential employer to take in your style and professionalism. There are a few rules to understand when eating in a professional setting: When ordering food from a menu, be mindful of what it is you are ordering. Since you may be talking more than other guests at the table, keep it simple and easy to chew, cut and swallow. Select a medium-priced meal, similar to those ordered by others at the table. The use of a napkin is very important. Place your napkin on your lap as soon as you are settled into a seat at the table. As a rule of thumb, silverware selections progress from the outside toward the plate. Salad and bread plates are placed to your left and above the fork and drinks are to the right above the knife and spoon. You should remove the napkin and place it on your lap when everyone at the table is present and seated. Always place your napkin on your lap and never tucked into your shirt or blouse. When leaving the table, place your napkin on your chair or to the left of the plate, unless you are leaving the restaurant at which point you place the napkin on the table, neatly folded to the right of the plate. Pass food counter-clockwise The server serves from your left and removes from your right Never gesture with a knife or fork, especially if it has food on it. When alcohol is being served, you should be mindful of the quantity that you consume. Never drink in excess, but having a glass of wine or a beer is perfectly acceptable. When you put something in your mouth that you cannot swallow you should use your napkin to "fake" wiping your mouth and subtly place the offensive item in your napkin. Don t touch your face with your fingers. Without going-into details, the safest way to remember good manners is to never touch your face with your fingers. This covers a wide-range of faux-paux from nose picking to removing sleepers from your eyes. After the meal, it is appropriate to thank the hosts for treating you to it. The interviewer will usually take care of the bill and the tip. Be prepared, however, if this doesn't happen and have small bills ready to take care of your part, including the tip. Never make an issue of the check. Telephone and Email Interactions Positive impressions in telephone and email interactions are also instrumental in the professional world. Prepare for telephone and email interactions in the same thoughtful manner and tone as for other work related correspondence. Prepare for your conversation, and choose your words thoughtfully. It is a good idea to email your message to yourself first, to check the layout and review its content. Practice telephone interactions so that messages and conversations are very clear. When arranging a networking conversation or visit, briefly explain how you got the contact person's name and ask him or her for a convenient time to talk. A telephone or email communication is an opportunity to create a positive impression. Answering telephone calls and emails is also an opportunity to interest others. Create a message on your answering machine that is courteous, professional and friendly. Answer emails and phone calls with the same amount of care that you deliver them. Whenever possible use a regular phone.
Follow-Up and Bridge-Building Always write a thank you note following an interview or networking visit. Demonstrate your appreciation for the individual s support and advice, and thank him for giving of his time. Use names and titles and write to all who met with you or refer to each of them in one thank you note. A handwritten or typed business note is fine. A well-written email message is also appropriate in many cases. Accept a job only after careful consideration. Your word is your bond; do not accept a job if you are uncertain about it, if you plan to continue interviewing or if you have unanswered questions. See that your questions are answered, weigh the facts, consider the offer, make a decision and inform those who offered you the job. When you accept or decline a job offer, do so in writing. Even when declining an offer, the professionalism of your style of communication may build bridges for the future. Source: Rose-Hulman Career Services, Kathy Kassissieh