Business Etiquette and Corporate Style Tips
Image consultants offer advice on acting like a professional
Q: What’s the proper etiquette for exchanging business cards?
A: When receiving a business card, look at it for a few seconds, make a comment on the design or information (if appropriate), and place it reverently in your pocket or card case. When speaking with someone, jot down a note or two on the back of his or her card to jog your memory later. Have different pockets for incoming and outgoing business cards, so you don’t accidently hand out someone else’s card. Make sure your cards are clean, unbent, and unripped, as they are a reflection of you and your company.
Q: I tend to forget people’s names, sometimes even moments after meeting them. Any advice?
A: Even the most socially savvy networker has forgotten a name or two. Don’t let it hold you back from making a connection. You never know where that relationship may lead: a new client, a new job, or a new relationship. If the person is wearing a name tag, take a quick peek. Otherwise, apologize quickly and say you’ve suddenly forgotten his or her name. Most individuals will gladly fill in the blank for you.
Q: What’s a polite way to escape from a nonstop talker at a reception or cocktail function?
A: When you want to break away from a conversation, be friendly but firm. Simply extend your hand for a handshake and say, “Mary, I have to speak to a colleague now. It was a pleasure meeting and talking with you.” You can now take your leave without having offended anyone. If you feel you may want to reconnect with this individual at a later date, you might also suggest exchanging business cards.
Q: Is chewing gum ever acceptable in a business situation?
A: As an image consultant and etiquette trainer, I must say it is never acceptable to chew gum in a business situation when interacting with co-workers, clients, or the general public. Gum chewing is a distraction and almost impossible to conceal during conversation, comparable to speaking with your mouth full of food. On occasion, however, I have suggested that a client chew a piece of gum to freshen his or her breath after a pungent meal, when it was impossible to use a toothbrush and paste. The secret is to be discreet: Excuse yourself from the table and chew a stick of peppermint gum in the washroom; then discard it. This way you can enjoy fresh breath and your chewing won’t offend others.
Q: When should I call instead of sending an e-mail?
A: Reach out by phone or in person if you need to send an upsetting or confrontational message. If the topic is complicated and requires a good deal of explaining, save it for live conversation. Because the tone of an e-mail can easily be misconstrued, leave your note in draft for 24 hours when in doubt and then reread it before hitting the send button. And remember: Although the act of sending an e-mail is immediate, the response may not be; if you require an instant reply, pick up the phone. Finally, if you need to apologize, do it face to face.
Q: When you send a confidential e-mail to the wrong person, what’s the best way to handle it?
A: Assume that your e-mail was read and call the recipient right away. Apologize for your error and request that he or she delete the e-mail because it was intended for another person. If the contents of the errant e-mail message could put your employer or you in jeopardy, immediately contact your company’s legal department. To prevent such mistakes, never add the recipient’s e-mail address until after you’ve finished composing your message. Type out the recipient’s entire name instead of hitting just the first few letters and relying on auto-fill. Make it a habit to double-check the address box before you hit “Send.”
Q: How early should you arrive for an interview?
A: Although you should never be late under any circumstance, it’s a bad idea to arrive excessively early. Aim to get to an interview about 15 minutes prior to your meeting time. Showing up well before your allotted time slot can make the interviewer feel compelled to move his or her schedule around. Arriving 15 minutes early shows that you are punctual yet have respect for other people’s time and work.
Q: When my boss invites me to lunch, should I assume I don’t have to pay?
A: When you are “invited” to lunch by your boss or anyone else, it is customary for the inviter to pick up the tab. For more clarity, turn the tables. Ask yourself: ”If I invited a client to lunch, would I expect him or her to pay?” Also consider that offering to pay your share of the bill may indicate a lack of appreciation for the invitation. So sit back, enjoy the occasion, and be sure to mind your manners during the meal—and afterward. Always send a thank-you note the day after. Understanding the subtleties of etiquette lets your boss know you can handle social situations appropriately, which just may put you at the front of the line for a promotion.
Q: When a wine glass is placed on a table at a restaurant, how do I signal that I don’t want any?
A: Never turn a glass or cup upside down to decline service. If you don’t want your wine glass, coffee cup, or water glass filled (or refilled), hold your hand over the glass. If the server fills it before you have a chance to signal no, leave the beverage untouched for removal after the meal.
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