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1 Mrs. Flowers Finance & Business Technology.   If you are a woman and a man wants to open the door for you, allow him to do so.  Do not think of it.

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Presentation on theme: "1 Mrs. Flowers Finance & Business Technology.   If you are a woman and a man wants to open the door for you, allow him to do so.  Do not think of it."— Presentation transcript:

1 1 Mrs. Flowers Finance & Business Technology

2   If you are a woman and a man wants to open the door for you, allow him to do so.  Do not think of it as and act that is condescending  If you are a man and a woman wants to open the door, allow her to do so.  Consider it an act of assertiveness in the business world, not gender assertiveness. 2 The Basics (Section 1)

3   Traditionally a man opens the door for a woman, an elder, or a senior in authority.  A woman traditionally opens a door for either an elder or a senior in authority. 3 The Basics

4   The driver should at least unlock the passenger door before walking around to the driver’s side. If the driver is a man, he should first open the door for the passengers.  If the driver is a woman, she also can open the passenger door prior to walking to the driver’s side. 4 Opening Car Doors

5   A courtesy might be to announce that all the doors are unlocked. (if you have keyless entry)  If it is raining, the driver (whether a man or woman) should offer to walk to the car and drive it back to where the sheltered passengers are waiting. 5 Opening Car Doors

6   Traditional etiquette rules state that when walking on a sidewalk, the man always walks on the outside, or curbside, of a woman. 6 Walking on Sidewalks

7   If someone is less fit than you, elderly, etc. you should give up your seat. 7 Giving Up Seats

8   Manners contribute to:  Optimum employee morale  Embellish company image  Major role in generating profit *If you don’t use manners it can cost a person a promotion or even a job. 8 Manners are Cost Effective

9   Opening doors goes both ways in our modern world (men & women)  Knowing the rules of etiquette helps build confidence and improve competition in the business world  Traditionally a man walks on the outside of a sidewalk, drives the car, or opens doors…but these rules have changed in today’s business climate 9 Recap of Key Concepts Section 1

10   Dress & Presentation  Many companies have switched to “Business Casual”  A general guide is to wear clothes that are somewhat similar to those who are one step above you 10 Corporate Dress & Presentation (Section 2 – Part 1)

11   1) Do not mix styles  2) If you are color blind, get help  3) Avoid clothing that is too tight  4) Keep your shoes in good condition  5) Keep jewelry simple  6) Avoid risque clothing 11 General Guidelines for Dress & Presentation

12   If your job requires you to dress casually on designated days, then do so  Your professionalism has to transcend your casual attire 12 Casual Days

13  13 For Interviews: Dress for Success

14  14 For Interviews: Dress for Success

15   The first impression you make on a potential employer is the most important one. The first judgment an interviewer makes, like it or not, is going to be based on how you look and what you are wearing  What’s the appropriate dress code for an interview? You’ll want that first impression to be not just a good one, but, a great one  Remember, you are marketing a product — yourself — to a potential employer, and the first thing the employer sees when greeting you is your attire 15 How to Dress for a Job Interview

16   Suit (solid color – black, navy or dark grey)  Long sleeve shirt (white or coordinated with the suit)  Belt  Tie  Dark socks, conservative leather shoes  Little or no jewelry  Neat, professional hairstyle  Limit the aftershave  Neatly trimmed nails  Portfolio or briefcase 16 Men’s Interview Attire:

17   Suit or pants suit (navy, black or dark grey)  The suit skirt should be long enough so you can sit down comfortably  Coordinated blouse  Conservative shoes  Limited jewelry (no dangling earrings or arms full of bracelets)  No jewelry is better than cheap jewelry  Professional hairstyle  Neutral pantyhose  Light make-up and perfume  Neatly manicured clean nails  Portfolio or briefcase 17 Women’s Interview Attire:

18   Gum  Cell phone  I-pod  Coffee or soda  If you have lots of piercings, leave some of your rings at home (earrings only, is a good rule)  Cover tattoos 18 What Not to Bring to an Interview

19   Before you even think about going on an interview, make sure you have appropriate interview attire and everything fits correctly.  Get your clothes ready the night before, so you don’t have to spend time getting them ready on the day of the interview.  If your clothes are dry clean only, take them to the cleaners after an interview, so they are ready for next time.  Polish your shoes.  Bring a breath mint and use it before you enter the building.  Finally, check your attire in the rest room just before your interview for a final check of your appearance — to make sure your tie is straight, your hair is combed, etc. 19 Interview Attire Tips

20  20 4 Types of Tie Knots

21   Office Visitors  There are ways to control time: “I’ve got an appointment at 2pm, so I have about 4 minutes for a quick chat. What’s going on?”  If a talkative coworker comes by, stand up, and stay standing. “Where are you headed this morning? I’ll walk with you.” Walk to together and pick a good point to separate. 21 Corporate Dress & Presentation (Section 2 – Part 2)

22   Lack of direct eye contact (especially in conversation between two people) can be offensive or perceived as deceitful.  A simple smile can positively enhance your work environment.  Smile when you see people, meet people, and even when you talk on the phone. 22 Eye Contact & Smile

23   When you plan to leave a place of employment be pleasant during your remaining time.  When you apply for a job reference, checks will be made. So it is always best to leave on good terms.  Proper business etiquette is to offer 2 weeks notice (and plan to work it, if they wish). 23 Leaving a Job

24   One of the basic rules of appropriate professional attire is to learn the corporate climate  For interviews dress to impress: suit (black, navy, gray), shoes, pressed shirt, etc.  When someone comes to your work area eye contact and giving attention is key  If you plan to leave employment, do not talk negatively about your employer/company 24 Recap of Key Concepts Section 2

25   Making Introductions  When you introduce two people, look first to the person you consider more important, say that person’s name first, followed by “I would like you to meet…”  When individuals appear to be fairly equal in authority, you can choose who is “more special” 25 Interacting with People (Section 3)

26   As soon as someone has been introduced to you, make an attempt to repeat his or her name.  It can help if you try to create an “associate” idea for that name.  Example: I have a cousin named Joe, his name is Joe like my cousin. The name Hans sounds German. He looks like my brother Phil, but his name is Bill. 26 Repeating Names

27   It is better to be honest if you cannot remember someone’s name. “I can’t believe it! I’ve gone blank again. Please tell me your name one more time.”  Sometimes it is ok to make an effort by saying, “Hey buddy.” “How have you been guy?” 27 Forgetting Names

28   Shaking hands is very much an American custom  It should be a firm vertical handshake  Don’t turn your hand, forcing a “curtsy” handshake  Shake a woman’s hand the same as a man’s  Should be firm, but not overpowering  Should not be weak 28 Shaking Hands

29   One of the big secrets to good conversation is to ask questions. Ask open-ended questions and try to stay away from closed-end questions.  Closed-end questions solicit single word or short response  Open-end questions solicit more detail or meaningful answers 29 Making Small Talk

30   At social gatherings, people are generally most comfortable around people they know.  First, socialize for a ‘short’ period of time with the people you know and then scan the room for interesting people you would like to meet.  Starting a conversation: “This is my first time to one of these events, have you attended before?” “I’m a new hire as of last week, what do you do for the company?” “I’m here at the wedding from out of town, how do you know the bride and groom?” 30 The Art of Conversation

31   Have a follow-up system for all business you do. Write down things you promised on a note pad or planner and follow through. Always write things down so you remember to follow up.  When exchanging business cards be sure to write down details of what that client wanted on the back of the card. You can file the card in a rolodex for easy access. Be sure to write notes of any little bits of information discussed.  Make sure your business cards have all pertinent information to contact you: name, address, phone number, fax number, email, etc. 31 Keeping Promises & Business Cards

32   When introducing start yourself and then with senior or most important person  When introduced to someone repeat their name or come up with ‘association’ for them  American handshake is firm, not crushing and used by both men and women in business  Small talk use open-ended questions  Carry pen, paper, planner, and business card (write down notes on what was discussed) 32 Recap of Key Concepts Section 3

33   The Work Day  Managers especially resent those who spend 15-20 minutes preparing to leave for the day  If your day ends at 5pm that is when you should begin packing up for your departure  If you have an hour lunch, that does not mean you leave 15 minutes before the hour and return 15 minutes after the hour (even training days)  In American culture, salaried persons often work more hours during the week than the office staff 33 Office Etiquette (Section 4)

34   You often spend more hours of your “awake life” with those at work than you do with members of your family  Try to avoid the habit of using possessive pronouns when describing coworkers  For example, instead of saying “This is my assistant Mary who works research,” say “This is Mary who works in the Research Department” 34 Respecting Others

35   Making coffee for the boss is frequently perceived as a demeaning  The task of making coffee can be shared 35 Making or Not Making Coffee

36   One of the most annoying sentences in the workplace is “That’s not in my job description”  Even if we are asked to do something outside of our job description, we should make an attempt to provide a solution  Say “I’m not the most knowledgeable person on that subject. Michael has more experience. Let me take you over to his office” or “You really need to be talking to Joanna, who’s in charge of that program” 36 “ Not in My Job Description”

37   Most managers spend a good portion of their time solving problems  DO NOT just register a complaint  DO NOT bother to register a complaint accompanied by a solution over which you have no control  DO register a complaint with a solution over which you have some control 37 Complaining Effectively

38   People will be glad to work on your team knowing that you do not take all the credit yourself and that you share it with others  If a team works together to make a decision that isn’t exactly in line with your thinking support the decision anyway 38 Making Others Look Good

39   If you are in a position to answer telephones for your organization, consider how important it is to make a good impression  When you answer the telephone, identify yourself using your first name and last name  Professional use of the telephone includes returning calls. Not returning calls sends a negative message. If you don’t want to talk to an individual call on off peak times when you can likely leave a message. 39 Telephone

40   Try to be as succinct as possible  Give some idea of why you are calling, and leave any pertinent information  Slow down when leaving your telephone number  End your conversation on a positive note whether in person or on the phone 40 Leaving Messages & Ending Conversation

41   Business etiquette means working the number of hours for which you are paid  Treat everyone with dignity and respect  Provide the best service possible and do not be guilty of “That’s not in my job description”  If you have a complaint about someone or something, offer a solution  Give others more credit than you think they deserve  Leave telephone messages with some substance so people will not get caught in a telephone message “loop” 41 Recap of Key Concepts Section 4

42   Meetings are an integral part of the business environment  Approximately 25%-35% of a lower-level managers’ time is spent in meetings  As much as 50% of upper-level executives’ time is spent in meetings 42 Meetings (Section 5)

43   Knowing how to organize a meeting will enable you to do so with ease and style  When planning a meeting, consider the following 7 things:  What date and time is convenient?  Who are the essential people who should attend?  Any not-so essential people who must attend?  Is the facility available at that time?  Will refreshments be necessary?  What kind of audiovisual equipment needed?  What are the key items for the agenda? 43 Meetings

44   If you are having a meeting, a luncheon, or another event, send out invitations so that people receive them in time to plan for the event (Give them at least two weeks if possible)  One way to check meeting details is to remember the 5 w’s: who, what, where, why and when?  Who is invited? What will be covered? Where will it take place? Why is it taking place? When will it start and end  The letters RSVP do not create a verb 44 Invitations/RSVP

45   No matter how simple a meeting, an agenda is imperative  In a more formal meeting, an agenda should identify four items for each topic:  The subject  The person expected to speak on the issue  The expected outcome  The time expected to cover the topic 45 Facilitating a Meeting

46   The time expected to be spent on a topic enables the meeting leader to say “We’ve spent enough time on this topic; we need to move on. We can discuss this further at our next meeting.” This prevents extremely talkative people from dominating a meeting and keeps a meeting from becoming derailed from its intended purpose. 46 Facilitating a Meeting

47   Do not reward latecomers by holding up the meeting until they arrive  When people realize that you start your meetings on time, they will make the extra effort to arrive promptly 47 Rewarding Punctuality

48   Agree on the Agenda – get all participants to agree on the topics and anything that should be added/deleted  Stay on the Topic – clear agenda *a sidebar is a list of topics that become important but are not on the current agenda  Seating Arrangement – do not sit directly across from someone you see as opponent  Consider the Cost – count the number of people in attendance, estimate hourly wage 48 Running a Meeting

49   Thank-You Notes – if appropriate to the occasion, send a thank-you note  A regular business meeting would not require that you send a note, unless you were a special guest  Having been invited to a special event that requires a response (RSVP) is a clue that the event involves a good deal of work by someone  While at the event, ask for a business card which provides necessary information 49 Sending a Thank-You

50   To show appreciation for someone’s work ability or for a business event, you would send a letter keyed on letterhead or a memo keyed on interoffice stationery  This kind of thank you might be saved in someone’s portfolio 50 Thank-You Letters

51   Use the 5 Ws to check the proper contents of a meeting invitation: who, what, where, why, when  Use an agenda for all meetings  Reward punctuality and start/end meetings when stated  Extend your appreciation when needed 51 Recap of Key Concepts Section 5

52   A lot of important business is conducted in a food- related environment  Some interviews are conducted over lunch, and how you conduct yourself during a meal becomes a part of the decision to hire 52 Dining Etiquette (Section 6)

53   If possible, call ahead and make a reservation for the meal  Tell the dining room host who you will be meeting  In most cases, you will wait as a group to be seated. The women go first, followed by the men. Women may defer to a senior woman for the first seat  Cell phones do not belong in a restaurant. Put it on silent or vibrate and if you have to take a call go outside 53 Arriving at a Restaurant

54   The napkin should go in you lap soon after you have been seated  In an elegant restaurant, your server may come to the table and place the napkin on your lap for you  Place the napkin on your lap with one fold toward your knees  Never take the napkin out to your side and shake it before placing it on your lap  To NOT tuck it in your neckline to protect your tie or shirt  To use the napkin, pick it up from the folded edge and blot it to your lips and return it neatly to your lap  If you need to leave the table during the meal, place the napkin on your chair  When the meal is over place it where the meal plate was or leave it to the left of your plate if it is still there 54 The Napkin

55   The utensils are situated at your place setting for use in order from outside to inside  The salad fork would be on the outside, larger fork used with main course  Knives and spoons are to the right of your dinner plate  If you skip any portions of your meal, skip using those utensils as well 55 Place Setting

56  You may find more utensils above your dinner plate. A fork or spoon might be placed horizontally here, these are for dessert You may have a small bread-and-butter knife placed horizontally on your bread-and butter plate In restaurants, wait for everyone at the table to be served prior to eating. If at someone’s home wait for the host to sit to begin eating Make a point to eat slower than you normally do, you want to try to finish eating when everyone else does 56 Place Setting Cont.

57  57

58   Hold a menu so it does not hide you from view  When you have decided what you want place the menu closed to the side  If you don’t know price range to order, ask an opening question to your host “Have you eaten here before? What would you recommend?  Order foods that are not messy to eat 58 Ordering from the Menu

59   When you pick up food on tray set it out on your table yourself  Place the empty tray on an empty table or tilt it up on a wall next to you  Eating directly off the tray is a no-no 59 Cafeteria Dining

60   You can usually get his or her attention by making eye contact and nodding slightly  A quick wave might be necessary, but don’t raise your arm higher than your shoulder  DO NOT hiss or snap your fingers  Do not hesitate to get advice from your server, “Do you have any favorites.”  Food is generally served from the left, and beverages from the right 60 Your Server

61   Do not take the plate from the server in mid air unless you are in an awkward location  Do not push your plate away from you when you are finished  Do not stack your plates at the end of a meal  A signal that you have finished your meal is to place the knife and fork in a parallel position 61 Your Server Cont.

62  Once you get the attention of your server, make a quick signal as if you were writing on your hand If you suspect it might be awkward deciding who will pay for the meal, excuse yourself to find the server and tell them If you are with a group of people and everyone is sharing the cost, round off the tab and divide it equally If you are a man you may feel awkward with women paying their share, but remember it is a business lunch NOT a date 62 Paying the Tab

63   Be familiar with the typical place settings  Closing the menu is a sign to alert the waiter you are ready to order  Try to order foods that are easy to eat when you are at a business function  Pay your fair share for a restaurant meal 63 Recap of Key Concepts Section 6

64   Once you are situated in the restaurant or eating environment, you are still confronted with how to consume the food properly.  As your eating your meal, take the corner of your napkin and touch to remove any food residue; then take a drink from your glass.  Consider blotting your lipstick before sitting down, it is unappealing to leave lipstick marks all over the glass. 64 Drinking & Dining Etiquette (Section 7)

65   It is unprofessional to drink beverages through a straw. Remove the straw from your glass, and tuck it under the edge of your plate. 65 Drinking and Eating Etiquette

66   In a business situation, be cautious in ordering alcohol beverage  Order an alcoholic beverage only if everyone else is in the group decides to do so and only if you want one  If you find yourself being pressured, find your waiter tell him or her you want to be alcohol-free 66 To Drink or Not to Drink

67   Keep the bottle as still as possible  Take a napkin, and loosely cover the top of the bottle  Hold the bottle over a sink or area that will not be a problem if champagne spews out 67 Serving Champagne

68   The person hosting the event most likely will be the person offering the toast For example he or she would say “Here`s to the success of our new product”  Holding a Wine Glass Holding a wine glass or champagne glass has a rule too It is considered correct to hold a wineglass by the stem or the base when it is served cold, otherwise you can hold the glass if the wine is served warm 68 The Toast

69   Do not put your elbows on the table while you eat  The correct way to eat soup is to dip the spoon away from you  Never pick up the bowl and drink from it  Do Not talk with your mouth full 69 Eating Food

70   DO NOT touch any bread except for the piece you are going to remove  Never butter your bread directly from the butter dish going back and forth with your knife to your bread  Never butter the entire slice of bread and take bites from a whole slice of bread 70 Breaking Bread

71   If food is caught in your teeth excuse yourself and go to the restroom  If fingers get dirty from food don’t lick them use a napkin  If you drop a fork, utensil, or napkin ask server for another one  If someone spills something at your table offer your napkin and get the attention of your server. When the server comes, let them take over 71 Disastrous Things That Happen

72   etiquette-table-manners.html etiquette-table-manners.html 72 Bread Plate Etiquette

73   etiquette-picking-up-silverware.html etiquette-picking-up-silverware.html 73 Picking Up Silverware

74   using-knife-american-style.html using-knife-american-style.html 74 Eating American Style

75   using-knife-continental-style.html using-knife-continental-style.html 75 Eating Continental Style

76   placing-silverware-position.html placing-silverware-position.html 76 Placing Silverware in V- Position

77   manners-etiquette-business.html manners-etiquette-business.html 77 Table Manners Business Etiquette

78   holding-wine-glass.html holding-wine-glass.html 78 Seasoning Food

79   manners-etiquette-seasoning-food.html manners-etiquette-seasoning-food.html 79 Holding a Glass

80   manners-etiquette-silverware-settings.html manners-etiquette-silverware-settings.html 80 Silverware Etiquette

81   Use a napkin before sipping a beverage so you don’t leave lip prints  Be cautious about drinking alcohol  Knowing how to eat bread, soup, and unusual foods correctly will give you a feeling of confidence at a business dinner 81 Recap of Key Concepts Section 7

82   It is important to understand how others view us before we look at how different we are from others  Americans are thought to be happy, friendly, gregarious, outgoing, and generous  They are also thought to be loud, obnoxious, egocentric, impolite, fast, and rich  Perceptions are a result of many films that have captured “life in America” and spread throughout the world 82 International Customs & Table Manners (Section 8)

83   With a little research and preparation, accompanied with some sensitivity skills training, you can make a lasting and favorable impression  Wipe out the words ‘foreign’ or ‘foreigner’ and refer others as ‘visitors’ or ‘guests’  Be sensitive to how people live their lives, and be considerate and polite to others  Do not call people by their first names until they have given you permission to do so 83 International Visitors

84   Shaking hands is an American way of meeting people, and visitors expect it  When meeting Asian people, a handshake might be accompanied by a slight bow  Seat your international guests where you would seat special guests. Maybe next to someone of importance  If they hand you a business card, read it and then place it on the table in front of you before putting it away 84 International Visitors Cont.

85   Before receiving a visitor from another country or visiting another country research:  Population  Ethnic & Religious Composition  Official Languages  Geography  Government Structure  National Leaders & Political Parties  Customs 85 Research the Country

86   Avoid any sensitive subjects as topics of conversation, including religion and politics  Sports is always a safe topic  Our visitors typically are not hard of hearing; you just need to speak more slowly and enunciate each word  Avoid jargon and slang  Example: “I’ll give him a piece of my mind later.” 86 Conversing with International Visitors

87   Touching others and distance between people are two practices that vary in other cultures  Americans are generally fond of shaking hands, touching, backslapping, holding hands  Some cultures would be shocked, so do your homework and find out what customs are  Example: Italians greet by kissing on each cheek, even the guys greet in this fashion  Example: Asians bow when meeting. The more senior the person, the lower you bow 87 Body Language

88   There are regional differences as well as cultural differences among the American people  Make sure you do your research when visiting different American areas as well 88 Regional Differences in the U.S.

89   When entertaining international visitors, think about what their perceptions are, and adjust your behavior accordingly  Research your visitors country, the country you are visiting, or the area of the U.S.  When talking to an international visitor, speak slowly and enunciate 89 Recap of Key Concepts Section 8

90   This final section will focus on some miscellaneous topics concerning etiquette in the business environment 90 Other Dos and Don’ts (Section 8)

91   Find out as early as possible about office culture so you are not embarrassed or make a social blunder.  Example: “What goes on around here at Halloween?”  Example: “Do people exchange gifts here during the holidays?” 91 Holidays and Gift Giving

92   Birthdays can be touchy, but no matter who you are or how old you are, you probably like being remembered for your birthday  Gifts are probably not as appropriate as a special lunch and a card  A gift can make others feel uncomfortable  It infers that they need to give a gift back to you at an appropriate time 92 Birthdays

93   It is the universal custom to display the flag only from sunrise to sunset on buildings and on stationary flagstaffs in the open  When displayed either horizontally or vertically against a wall the union should be uppermost and to the flag’s own right, that is, to the observer’s left  The U.S. flag must be illuminated if kept up 24 hours per day 93 Flag Ceremonies

94  94 Flag Ceremonies Cont.

95   No person shall display the flag of an nation in a position higher or superior to the flag of the United States  If the United States flag is present with other state flags it should be in the center and higher than the other flags  If the United States flag is present with the flags from other nations, they should all be the same size and same height  The U.S. flag should be visually on the far left 95 Flag Ceremonies Cont.

96   The flag, when flown at half-staff, should be hoisted to the peak for an instant and then lowered to the half-staff position  The flag should be again raised to the peak before it is lowered for the day  On Memorial Day the flag should be displayed at half-staff until noon only, then raised to the top of the staff 96 Half Staff

97   Identify the customs of your work environment regarding holidays and birthdays  Know the office culture  The U.S. flag should be displayed only from sunrise to sunset and stars to the left from the observers point of view  It can be displayed 24 hours a day if properly illuminated during hours of darkness 97 Recap of Key Concepts Section 9

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