Business Etiquette

Mobile phone etiquette

It was not a long time ago that there were training sessions on how to speak on the landline telephone. While technology is making landline telephones obsolete with introduction of mobile phones, fundamentals have not changed on how to communicate effectively on the phone. In fact, the need to know basic etiquette norms for handling conversations on the mobile phones has increased because of breach of privacy it can create. Hence, while some basic etiquette, such as speaking softly, introducing yourself if you are the caller and always asking for the person by his name followed by a designation when dialling a board-line in large organisations is taken for granted, some of the points that one must bear in mind about mobile etiquette are discussed below.

•  Always ask whether the receiver is comfortable taking the call at that time. If not, find out what time would suit him.
•  Please be careful in selection of the ring tone of the mobile. A wild ring tone will be very embarrassing in the business circle and will not be appreciated, as it could label you as frivolous. Imagine the negative impact a ring tone of a crying baby can create when you are in public place with business associates. As a professional, your ring tone as well as caller tune should be as sober as possible since it reflects who you are and your work culture.
•  Always keep your mobile on silent or vibration mode during business meetings or while in club, auditorium, hospital or dispensary. Sometimes mobile phone usage is prohibited at certain public places, especially overseas; hence it is better to check the signs before using the mobile. For instance, there are some compartments in long-distance trains abroad where mobile phones are not allowed to be used.
•  Do not ever listen to music on mobile phone at a public place without using headphones.
•  If your phone is not responded, follow up by a text message with a request to call up when free. If your call is diverted to a voice mail, then leave a brief message as to why you called up and end with a date and time. If there is urgency, then state that on the voice mail. For instance, you may say that you called up to inform that you have not received the missing information which is required for submission of appeal and you should be contacted urgently to discuss the same.
•  Do not take a call when you are in an important business meeting or consultation. It is extremely insulting and irritating to other members. If still unavoidable, then excuse yourself, walk away a short distance and quickly finish the call. Do not let it happen too frequently.
•  While sending text messages, be brief and discreet. Never send any message of a sensitive nature. It is better to convey such message during one-on-one conversation. The reason is that you do not have control over the confidentiality on the recipient’s mobile.
•  If you have put the call on a speaker phone, then inform the other side. Unaware, he could blurt out something that might not be appropriate for others to hear.

Etiquette for business meeting

It is important to set the agenda for the business meeting and set the time duration in advance. This is expected to be generally done by the initiator in consultation with the person with whom meeting is requested. It is always preferable to clarify whether any special hardware/software or Internet will be required during the meeting, so that arrangements could be made in advance. Having a back-up arrangement, should something fail, always saves embarrassment.

Be punctual. In case of an unavoidable delay, call up, apologise and request for revised time. If meeting for the first time, remember a few protocols. The host should introduce himself first with the guest and then his colleagues. The guest should then introduce his colleagues to the host and allow his members to self introduce to the members from the host side. Exchange of visiting cards should be done with the right hand or both hands with a slight bow. Do not put the visiting card in the wallet if you are a male. It literally means that you are sitting on someone in your pocket. As far as possible, let the visiting card remain in front of you on the table during the meeting, so that you are constantly reminded of the name and designation of the other person. It is advisable to distribute your card only to the main member and not to all the participants in the meeting unless asked specifically by someone.

 In formal meetings, wait for the Chairman to take the seat and sit where directed. Never jump to business talk without a few positive and polite statements of gratitude and appreciation. There are a few ice-breakers or a small talk on subjects of common interest like weather, current events, etc. which always helps set the ball in motion. Keeping time limit in mind give lead to get on with business. The lead could be something like . . . I will not take much of the precious time of the participants who have kindly consented to be present and with their permission whether it will be alright to move on to the first point of agenda.

After understanding the hierarchy, while presenting your point of view, always keep your eyes focussed on the anchor person. However, keep others also engaged with occasional eye-contact and enrolment by taking a small pause and asking if you are understood well enough. Keep your voice and body language soft and steady. Always voice your disagreement positively. For instance, you could say that you respect their viewpoint but you have certain practical considerations to be having a different viewpoint. Never show your impulse however unreasonable the contention from other side may be. Leave an escape vent to say that you are sure if that argument has come from person as distinguished as him then there must be some substance behind it and you will require some time to mull over it.

Start winding up before 5 minutes of the allotted time by summarising and end the meeting with thank you and wish to meeting again.