Business Etiquette

Etiquette for teleconferencing
An important consideration one has to keep in mind while engaging in teleconferencing, (especially with overseas client) is that you are not visible to him. The way you speak and conduct yourself on the phone is the sole criteria of his judgment. While most are familiar with general norms for conducting one on one teleconference, the challenge of engaging on multi-level team teleconference is entirely different. Some of the essential points are given below:

• Set up an agenda and duration of call in advance.
• Choose an anchor who will conduct the teleconference and introduce his team members.
• Start with greeting and small talk not more than a minute.
• If situation demands long articulation from one side, then keep asking for confirmation from the other side every few minutes. These could be ‘Do you agree?, Is it ok?, Am I coming out clear?, any queries?’ etc.
• If no answer is forthcoming, then ask the anchor on the other side whether you can continue.
• Do not interrupt the other side when they are talking. If you must, then interrupt with apology and explain the reason. If the interrupter is person other than the anchor, then he must announce his name and designation. This will remove confusion in the mind of person on the other side as to who has interrupted, why and at what designation level to appropriately respond to the interrupter.
• If you find difficulty in understanding the accent, request the other side to repeat the sentence and to speak slowly.
• If the other side has not understood you correctly then use sentences like ‘I think I need to explain more clearly’ or ‘I am afraid I have not been able to communicate it properly’. Never say ‘You are not understanding’ or ‘Your understanding is wrong’.
• In case of a disagreement on a point, do not stretch it. Say ‘This may need further discussions, let’s park it’ and move on to the next point.
• Wind up with summary and action plan on both sides.

Personal grooming and attire:
Famous American thinker Emerson once said ‘People begin to evaluate us before any words are ever spoken, who you are speaks so loudly —- I do not hear what you say’. Thus the way you dress and observe personal hygiene will have an impact on your chance to succeed. Some important etiquette tips are given below:

• Always dress appropriate to occasion. Do not overdress or wear casuals for business meeting. If not sure about the dress code, it is better to stick to semiformal.
• Ensure that your hair is properly combed and nails are clean and manicured. Shoes should be well polished.
• The tie should not stretch below the belt. It is a general norm to wear the belt of the same colour as that of the shoes. Socks should be matching the colour of trousers.
• Do not carry loose sheaf of papers. Carry a folder or a briefcase.
• Do not make multiple fold of paper and stuff them in the pocket. Pockets should not be bulgy with papers and/or coins.
• The pen should always be kept in the breast pocket of coat and not in the front pocket of a shirt.

• Always find out the preference of the guest if you are the host.
• Reach a few minutes early than the given time if you are the host.
• Please wait to be seated in a fine dining restaurant or a coffee shop of hotel.
• Belongings should not be kept on the table but on the floor on the right hand.
• Do not pick up napkin/spoon if it falls down. Politely ask a serving waiter for a new one.
• Do not blow on hot food to cool it.
• In the overseas restaurant ask for ‘No Meat’ dishes if you are a vegetarian. In some countries fish food is considered vegetarian.
• Do not unfold napkin with jerk. When not finished with your meal, please ensure to leave the napkin on the seat if you need to leave your seat for any reason. If you have finished your meal, then please put the napkin on the table. These are silent signals to the waiter.
• Swab the napkin on your face — Do not wipe with it.
• Serving is always done from left to right and clearing from right to left. When you find multiple cutlery by your side for different courses, please use the same from the extreme left to right for each course. In such restaurants, water glass for you is on your right side.
• Please do not use toothpick without covering your mouth with hands.
• Start discussing business only after ordering is finished. However, you must be aware about protocols of certain countries like Japan where no business discussion is expected to be conducted over meal.
• Please be discreet about settling the bill. Do not disclose the amount. Be quick to ask the bill as a signal to the serving staff as to who is the host.
• Always thank the guest for his having graced the invitation and ask him whether he enjoyed the meal.