MEETING PEOPLE
.
HERE ARE SOME TIPS FOR MAKING A GREAT FIRST IMPRESSION WITH COLLEAGUES AND BUSINESS ASSOCIATES:.
- When meeting another person, extend a confident handshake as you make eye contact.
.
- Eliminate trendy words from your vocabulary. Modern colloquialisms may be fine on the home front, however, slang is considered inappropriate in a business environment. Thus, you should avoid a phrase such as “Awesome!” when you mean to say “Great!”
.
- When you are representing your organization, always carry materials (such as a computer bag, pens, and notepads) that broadcast a “quality” message. Believe it or not, supporting materials are a definite reflection of your style—and your organization’s style. These materials will project an image—positive or negative—of you and your organization.
.
HOW TO MAKE IT EASY FOR OTHERS TO START A CONVERSATION WITH YOU..
People who have “minglephobia”—a discomfort with initiating small talk at social gatherings—are often “cured” when someone else starts up the discussion. Here’s a simple way to encourage others to launch the conversation at your next cocktail party, office gathering, or business event. .
Have you ever entered a room filled with strangers and thought to yourself, “I can’t approach any of these people!”? Guess what? You don’t have to. Rather than wasting time or energy feeling uncomfortable, take control. When you find yourself standing alone, look for the nearest window. No—don’t jump! Simply get yourself a beverage, and then stroll over to the window. Rather than looking out the window, stand with your back against it. (Having a glass of something to hold will put you at ease and make you look approachable.)
.
KNOW WHOM TO INTRODUCE FIRST..
In most situations, the basics of introductions are easy to master: Mention the name of the higher-status person first. But what if there is no higher-status person? When introducing two clients to each other, both of whom are on the same professional level, whose name should be said first?
I recommended that you say the name of the person you know least well first. By doing this, you will bring that person into the conversation and allow him or her to feel more at ease.
.
KNOW THE VALUE OF A GOOD HANDSHAKE..
If you have ever had a strong positive or negative reaction to someone based on the firmness or weakness of the person’s handshake, then you already know how important this one small gesture can be. A limp handshake can tag you as someone who is hesitant or lacking in resolution. An overpowering shake can brand you as a manipulator. A sincere, confident grip conveys confidence and authority.
Beware! People from different parts of the country expect a variety of distances between two individuals who are greeting each other. When interacting with contacts from out-of-town, try to let the other person’s “space instincts” guide your approach to the handshake.
.
HERE ARE A FEW TIPS FOR KNOWING HOW TO OFFER A GOOD HANDSHAKE THAT ALSO MAINTAINS A PROPER DISTANCE:
.
- Clasp the other person’s palm with your palm, rather than fingers to fingers. Your grip should be firm. Hold someone’s hand too loosely and it’s possible you will earn the dreaded description of being “a dead fish.”
- Do not, however, be so firm that you squeeze the other person’s hand too hard. Rather than causing pain of any sort, simply apply a little pressure and then let go. Keep in mind that a handshake is not a contest to see who can grip the hardest. You should match each other, grip for grip.
- Talk to the person whose hand you are shaking; a simple “Nice to meet you” or “Good to see you again” will do.
- If you know the person well and wish to convey additional warmth, then place your free hand on top of the clasped hands or on the other person’s arm or shoulder. However, do not do this if you are meeting somebody for the first time, as such a gesture can be misconstrued as an invasion of territory. If you want to convey a sense of rapport without making the other person uncomfortable, try touching his or her arm between the hand and elbow rather than between the elbow and shoulder.
- As you release the other person’s hand, pause briefly but purposefully before continuing the conversation.
.
DON’T SAY “I’M SORRY” AUTOMATICALLY.
.
The next time someone shares constructive (or even other-than-constructive!) criticism, don’t respond with an automatic “I’m sorry.” Instead, consider employing one of the following responses:
- “Thank you for your comment!”
- “Thank you for the feedback!”
- “Thank you—you’ve given me something to think about!”
.
All of these are, to my way of thinking, much more professional ways of responding than “I’m sorry,” which can come across as emotional and even a bit servile. The phrase “Thank you,” on the other hand, is both appropriate and optimistic, and it reinforces the positive intent of the person who passed along the criticism.
- Explain your faux pas with grace. Rather than getting tongue-tied with apologies, over explaining, or trying to evade the situation, issue a concise, poised recovery. Acknowledge the misstep. Say you’re sorry—then move on! For example, you may say, “Please accept my apologies for calling you by your competitor’s name.” Then go back to the subject at hand. When it’s over, let it be over!
- Ask for help when it’s needed. So you misstated something or came up blank in an assessment. Turn this to your advantage! It shows maturity to admit you are human; don’t let embarrassment trip you up. For example, you may ask, “Who can help me with that particular figure?”
- Turn the attention elsewhere. The best way to do this is to praise another person. For example, you may say, “It looks like I can take a lesson or two from you!”
.
HANDLE NAME LAPSES GRACEFULLY..
It has happened to all of us: Somebody comes up to you, greets you by name, and talks at length about how great it is to see you—and you can’t place him in the least. The face may be familiar to you, but the person’s name and the setting where you met eludes you completely. This situation is embarrassing, but also quite common. Believe me, it can be handled with tact and grace.
.
Rule number one: Do not ask, “Who are you?” Rather, respond in kind and let the person know you are glad to see him/her. One way of refreshing your memory is to ask the person what has been going on since you last talked.
.
His or her response may reveal something (that is, a company, a professional association, or a meeting) that will trigger the memory of how you know this person, and perhaps even his or her name. If you still can’t remember the person’s name as you are talking, be cordial and simply avoid using a name of any kind. After the conversation has ended, sound out a colleague—or someone else who may have witnessed the meeting—and ask if they can help you to remember the name. (Of course, the other person may realize your predicament and, having been there himself or herself, may willingly—and sensitively—help you out by reminding you of the name.) When it is finally revealed to you, jot down the name to help you remember it in the future and send the person a note saying that you enjoyed seeing him or her. This gesture will compensate for any discomfort associated with your not using a name when you saw each other last.
.
USE A LAST NAME UNLESS INVITED TO DO OTHERWISE..
One of the most common business etiquette errors is to address individuals by their first names without the other person’s (stated or implicit) permission to do so. This has become an increasingly common practice in these less formal times. Although many people have no problem moving to a “casual” conversational mode more or less instantly with new acquaintances, this practice is still unacceptable in the minds of many people in a business setting.
.
Moving to a first-name basis before the other person is ready to do so is an especially poor policy to pursue during telephone conversations with customers and prospects. Common courtesy dictates that you wait until you are invited to address a telephone contact by his or her first name—especially if the “someone” is an individual you’re speaking to for the very first time. Staying with “Mr./Mrs./Ms. Smith” during phone conversations, until you’re invited to use the first name, is a sound, polite business practice that should be followed at all times.
.
EXCHANGE BUSINESS CARDS
.
During a first-time meeting, you may, as a general rule, request a business card from the other person—provided that you’ve offered your own card first. One exception: If the person you’re speaking with is of significantly higher status (say, more than one level above your position), you should wait for the person to offer you his or her card, rather than ask for one. (If the senior person wants you to have a card, it will be offered to you!) Bear in mind that the more seasoned a businessperson is, the less likely he or she will be to distribute business cards or to ask for them. You should give only one business card to your contact— rather than leaving two or three. Your contact may interpret this gesture as a request from you to “broker your service. Tacky! Keep the emphasis on person-to-person contact.
.
- Make a powerful, positive first impression: Establish appropriate eye contact, avoid colloquialisms and slang, and have the right “support materials” at hand.
- Know who should be introduced first.
- Avoid offering a limp handshake; make sure your grip is confident and appropriate to the situation.
- Manage unconventional handshake situations by following the other person’s lead.
- Remember: You can use social missteps as an opportunity to display grace, wit, and poise.
- Never ask “Who are you?” Find creative ways to determine the names of people to whom you’ve been introduced.
- Don’t use the person’s first name unless you’re invited to do so.
- Present a single business card; follow the lead of a higher-ranking person, rather than asking for his or her business card.
.
BUSINESS DRESS CODE
.
- Don’t pick clothes that reveal too much or leave too little to the imagination. And when in doubt, always err on the side of dressing slightly more conservatively than the situation demands.
- Keep accessories to a tasteful minimum.
- Avoid chintzy-looking accessories.
- If you’re the boss, make it clear exactly what “business casual attire” means in your workplace.
- Avoid pointless conflicts—pull errant or inappropriately dressed employees aside, and have a low-key “rules are rules” meeting about company attire standards. (Make sure you have a documented dress policy at hand.)
- Still stumped about what to wear? Try this rule: Change your regular professional attire by only a single garment.
.
CORRESPONDENCE:.
BRUSH UP YOUR ENGLISH.
Many people place a high importance on a well-written letter or document—and rightfully so. Not only does proper grammar and spelling increase the likelihood of a positive response to the message contained in any piece of writing, it also demonstrates your own care and attention to detail. If you send out a letter that is rife with misspellings and grammatical errors, you will present yourself as someone who doesn’t care enough to proofread—or simply doesn’t care about the basics of good writing.
.
Reacquaint yourself with the basic rules of grammar and style. Read The Elements of Style, by Strunk and White, if you’re looking for a concise review of the most important rules.
Use the spell check in your word processing program to catch any spelling errors you might have missed, but make proofread by a qualified human being, too. (Spell checkers have a way of passing over errors such as “two much time” or “wind-win situation.”)
.
IN ADDITION:.
- Take care in capitalizing names and titles. Consult a style guide, such as The Chicago Manual of Style, if you are uncertain about the approach you should take.
- As much as possible, use the active voice (“John will write the memo”) rather than the passive voice (“The memo will be written by John”). The active voice adds strength, brevity, and definition to your sentence structure.
- Avoid using incomplete or run-on sentences. Write in complete sentences that have a subject and a verb.
- Check your document carefully for punctuation. Make sure it’s been used properly and is consistent throughout the piece.
.
If the document is an important one and you feel uncertain about your grammatical skills, you will probably want to get feedback from more than one source on your spelling, grammar, and punctuation. The more care you take, the better both you and your correspondence will be received.
.
INCLUDE A COVER LETTER WITH “IMPERSONAL” WRITTEN MATERIALS..
Rather than sending that contract “cold”—add some warmth! It may help you win or retain a customer. Always include a cover letter with checks, legal documents, proposals, or other written materials. The cover page adds warmth and personality to what otherwise may be perceived as an impersonal enclosure. Another great way to add a personal touch to your cover letter is to sign it with a blue fountain pen. (Black may be mistaken for a preprinted signature.) If you can, add a postscript that refers to something personal your contact mentioned to you. For example:
“Hope you have a great vacation!” or “Your Business is very important to us!”
.
SOME KEY POINTS WHEN WRITING.
- Track down a copy of The Elements of Style. Read it from cover to cover, and keep it by your desk at all times.
- Use both your spell check and a human set of eyes to ensure that your document is free of spelling mistakes. Check it carefully for grammar problems, too. Format your document intelligently—don’t cram it with lots of competing typefaces, adopt an inappropriate informal tone, follow your own rules inconsistently, or jam too much text onto the page.
- Make sure your document incorporates the right salutation for the intended reader.
- Addressing a letter to people who are married or who consider each other “significant others”? Don’t tick off one or both of your intended readers; use the proper titles for the pair you’re addressing.
- Make promises you can keep when it comes to sending faxes, e-mail transmissions, and overnight packages.
- Call afterwards to make sure that what you sent arrived in one piece.
- Remember to send a cover letter when enclosing “impersonal” materials.
- Include all your relevant contact information at the conclusion of an e-mail message.
- Know the ins and outs of e-mail composition.
- Keep personal e-mail transmissions out of the workplace.
- When posting to Internet groups, make sure you observe the rules of good “Netiquette” by, for instance, only sending messages that are pertinent to the group and quoting excerpts of previously posted material when the need arises.
.
MAKING PHONE CALLS.
HERE ARE SOME TIPS THAT WILL HELP KEEP CALLS ON THE RIGHT TRACK:.
- Plan the call before you make it—rather than improvising on the line. Before you start dialing, mentally prepare for the call by jotting down the questions you’d like to ask and the information you’d like to share.
- Make sure you have close at hand all the information and resources you’ll need. That includes your calendar, a copy of the proposal or other sales material you sent to the person, data on customers in the same industry, a file containing any information you have on this contact, and a pad and pen. If you know you’re going to need to track down information that will necessitate a round of telephone tag, wait to make the call until you have it assembled.
- Avoid calling when you know your client or contact is likely to feel overwhelmed. If you know the person you’re calling has to deal with a rush at work between 4:30 and 5:30 each day, don’t try to make a sales call to the person during this period. If you know your customer or prospective customer has just returned from vacation, avoid calling the first day he or she is back in the office.
- Come up for air once in a while during the conversation. If you’re going to hold a monologue, why call the person in the first place? Make your point in a concise manner and then give the other person the chance to talk.
- Take careful notes during the conversation, so that your customer doesn’t have to repeat remarks or provide important information twice. By doing so, you’ll be demonstrating your efficiency and attention to detail.
.
MAKE THE RIGHT FIRST IMPRESSION AT THE JOB INTERVIEW..
First impressions may never count more than when you are interviewing for a job. What the interviewer thinks of you upon the initial meeting can (and usually does) have an immense impact on the success or failure of your candidacy.
.
HERE ARE SOME IDEAS TO HELP GET YOU THROUGH THOSE ALL IMPORTANT ICE-BREAKING MOMENTS:
HERE ARE SOME TIPS FOR MAKING A GREAT FIRST IMPRESSION WITH COLLEAGUES AND BUSINESS ASSOCIATES:.
- When meeting another person, extend a confident handshake as you make eye contact.
.
- Eliminate trendy words from your vocabulary. Modern colloquialisms may be fine on the home front, however, slang is considered inappropriate in a business environment. Thus, you should avoid a phrase such as “Awesome!” when you mean to say “Great!”
.
- When you are representing your organization, always carry materials (such as a computer bag, pens, and notepads) that broadcast a “quality” message. Believe it or not, supporting materials are a definite reflection of your style—and your organization’s style. These materials will project an image—positive or negative—of you and your organization.
.
HOW TO MAKE IT EASY FOR OTHERS TO START A CONVERSATION WITH YOU..
People who have “minglephobia”—a discomfort with initiating small talk at social gatherings—are often “cured” when someone else starts up the discussion. Here’s a simple way to encourage others to launch the conversation at your next cocktail party, office gathering, or business event. .
Have you ever entered a room filled with strangers and thought to yourself, “I can’t approach any of these people!”? Guess what? You don’t have to. Rather than wasting time or energy feeling uncomfortable, take control. When you find yourself standing alone, look for the nearest window. No—don’t jump! Simply get yourself a beverage, and then stroll over to the window. Rather than looking out the window, stand with your back against it. (Having a glass of something to hold will put you at ease and make you look approachable.)
.
KNOW WHOM TO INTRODUCE FIRST..
In most situations, the basics of introductions are easy to master: Mention the name of the higher-status person first. But what if there is no higher-status person? When introducing two clients to each other, both of whom are on the same professional level, whose name should be said first?
I recommended that you say the name of the person you know least well first. By doing this, you will bring that person into the conversation and allow him or her to feel more at ease.
.
KNOW THE VALUE OF A GOOD HANDSHAKE..
If you have ever had a strong positive or negative reaction to someone based on the firmness or weakness of the person’s handshake, then you already know how important this one small gesture can be. A limp handshake can tag you as someone who is hesitant or lacking in resolution. An overpowering shake can brand you as a manipulator. A sincere, confident grip conveys confidence and authority.
Beware! People from different parts of the country expect a variety of distances between two individuals who are greeting each other. When interacting with contacts from out-of-town, try to let the other person’s “space instincts” guide your approach to the handshake.
.
HERE ARE A FEW TIPS FOR KNOWING HOW TO OFFER A GOOD HANDSHAKE THAT ALSO MAINTAINS A PROPER DISTANCE:
.
- Clasp the other person’s palm with your palm, rather than fingers to fingers. Your grip should be firm. Hold someone’s hand too loosely and it’s possible you will earn the dreaded description of being “a dead fish.”
- Do not, however, be so firm that you squeeze the other person’s hand too hard. Rather than causing pain of any sort, simply apply a little pressure and then let go. Keep in mind that a handshake is not a contest to see who can grip the hardest. You should match each other, grip for grip.
- Talk to the person whose hand you are shaking; a simple “Nice to meet you” or “Good to see you again” will do.
- If you know the person well and wish to convey additional warmth, then place your free hand on top of the clasped hands or on the other person’s arm or shoulder. However, do not do this if you are meeting somebody for the first time, as such a gesture can be misconstrued as an invasion of territory. If you want to convey a sense of rapport without making the other person uncomfortable, try touching his or her arm between the hand and elbow rather than between the elbow and shoulder.
- As you release the other person’s hand, pause briefly but purposefully before continuing the conversation.
.
DON’T SAY “I’M SORRY” AUTOMATICALLY.
.
The next time someone shares constructive (or even other-than-constructive!) criticism, don’t respond with an automatic “I’m sorry.” Instead, consider employing one of the following responses:
- “Thank you for your comment!”
- “Thank you for the feedback!”
- “Thank you—you’ve given me something to think about!”
.
All of these are, to my way of thinking, much more professional ways of responding than “I’m sorry,” which can come across as emotional and even a bit servile. The phrase “Thank you,” on the other hand, is both appropriate and optimistic, and it reinforces the positive intent of the person who passed along the criticism.
- Explain your faux pas with grace. Rather than getting tongue-tied with apologies, over explaining, or trying to evade the situation, issue a concise, poised recovery. Acknowledge the misstep. Say you’re sorry—then move on! For example, you may say, “Please accept my apologies for calling you by your competitor’s name.” Then go back to the subject at hand. When it’s over, let it be over!
- Ask for help when it’s needed. So you misstated something or came up blank in an assessment. Turn this to your advantage! It shows maturity to admit you are human; don’t let embarrassment trip you up. For example, you may ask, “Who can help me with that particular figure?”
- Turn the attention elsewhere. The best way to do this is to praise another person. For example, you may say, “It looks like I can take a lesson or two from you!”
.
HANDLE NAME LAPSES GRACEFULLY..
It has happened to all of us: Somebody comes up to you, greets you by name, and talks at length about how great it is to see you—and you can’t place him in the least. The face may be familiar to you, but the person’s name and the setting where you met eludes you completely. This situation is embarrassing, but also quite common. Believe me, it can be handled with tact and grace.
.
Rule number one: Do not ask, “Who are you?” Rather, respond in kind and let the person know you are glad to see him/her. One way of refreshing your memory is to ask the person what has been going on since you last talked.
.
His or her response may reveal something (that is, a company, a professional association, or a meeting) that will trigger the memory of how you know this person, and perhaps even his or her name. If you still can’t remember the person’s name as you are talking, be cordial and simply avoid using a name of any kind. After the conversation has ended, sound out a colleague—or someone else who may have witnessed the meeting—and ask if they can help you to remember the name. (Of course, the other person may realize your predicament and, having been there himself or herself, may willingly—and sensitively—help you out by reminding you of the name.) When it is finally revealed to you, jot down the name to help you remember it in the future and send the person a note saying that you enjoyed seeing him or her. This gesture will compensate for any discomfort associated with your not using a name when you saw each other last.
.
USE A LAST NAME UNLESS INVITED TO DO OTHERWISE..
One of the most common business etiquette errors is to address individuals by their first names without the other person’s (stated or implicit) permission to do so. This has become an increasingly common practice in these less formal times. Although many people have no problem moving to a “casual” conversational mode more or less instantly with new acquaintances, this practice is still unacceptable in the minds of many people in a business setting.
.
Moving to a first-name basis before the other person is ready to do so is an especially poor policy to pursue during telephone conversations with customers and prospects. Common courtesy dictates that you wait until you are invited to address a telephone contact by his or her first name—especially if the “someone” is an individual you’re speaking to for the very first time. Staying with “Mr./Mrs./Ms. Smith” during phone conversations, until you’re invited to use the first name, is a sound, polite business practice that should be followed at all times.
.
EXCHANGE BUSINESS CARDS
.
During a first-time meeting, you may, as a general rule, request a business card from the other person—provided that you’ve offered your own card first. One exception: If the person you’re speaking with is of significantly higher status (say, more than one level above your position), you should wait for the person to offer you his or her card, rather than ask for one. (If the senior person wants you to have a card, it will be offered to you!) Bear in mind that the more seasoned a businessperson is, the less likely he or she will be to distribute business cards or to ask for them. You should give only one business card to your contact— rather than leaving two or three. Your contact may interpret this gesture as a request from you to “broker your service. Tacky! Keep the emphasis on person-to-person contact.
.
- Make a powerful, positive first impression: Establish appropriate eye contact, avoid colloquialisms and slang, and have the right “support materials” at hand.
- Know who should be introduced first.
- Avoid offering a limp handshake; make sure your grip is confident and appropriate to the situation.
- Manage unconventional handshake situations by following the other person’s lead.
- Remember: You can use social missteps as an opportunity to display grace, wit, and poise.
- Never ask “Who are you?” Find creative ways to determine the names of people to whom you’ve been introduced.
- Don’t use the person’s first name unless you’re invited to do so.
- Present a single business card; follow the lead of a higher-ranking person, rather than asking for his or her business card.
.
BUSINESS DRESS CODE
.
- Don’t pick clothes that reveal too much or leave too little to the imagination. And when in doubt, always err on the side of dressing slightly more conservatively than the situation demands.
- Keep accessories to a tasteful minimum.
- Avoid chintzy-looking accessories.
- If you’re the boss, make it clear exactly what “business casual attire” means in your workplace.
- Avoid pointless conflicts—pull errant or inappropriately dressed employees aside, and have a low-key “rules are rules” meeting about company attire standards. (Make sure you have a documented dress policy at hand.)
- Still stumped about what to wear? Try this rule: Change your regular professional attire by only a single garment.
.
CORRESPONDENCE:.
BRUSH UP YOUR ENGLISH.
Many people place a high importance on a well-written letter or document—and rightfully so. Not only does proper grammar and spelling increase the likelihood of a positive response to the message contained in any piece of writing, it also demonstrates your own care and attention to detail. If you send out a letter that is rife with misspellings and grammatical errors, you will present yourself as someone who doesn’t care enough to proofread—or simply doesn’t care about the basics of good writing.
.
Reacquaint yourself with the basic rules of grammar and style. Read The Elements of Style, by Strunk and White, if you’re looking for a concise review of the most important rules.
Use the spell check in your word processing program to catch any spelling errors you might have missed, but make proofread by a qualified human being, too. (Spell checkers have a way of passing over errors such as “two much time” or “wind-win situation.”)
.
IN ADDITION:.
- Take care in capitalizing names and titles. Consult a style guide, such as The Chicago Manual of Style, if you are uncertain about the approach you should take.
- As much as possible, use the active voice (“John will write the memo”) rather than the passive voice (“The memo will be written by John”). The active voice adds strength, brevity, and definition to your sentence structure.
- Avoid using incomplete or run-on sentences. Write in complete sentences that have a subject and a verb.
- Check your document carefully for punctuation. Make sure it’s been used properly and is consistent throughout the piece.
.
If the document is an important one and you feel uncertain about your grammatical skills, you will probably want to get feedback from more than one source on your spelling, grammar, and punctuation. The more care you take, the better both you and your correspondence will be received.
.
INCLUDE A COVER LETTER WITH “IMPERSONAL” WRITTEN MATERIALS..
Rather than sending that contract “cold”—add some warmth! It may help you win or retain a customer. Always include a cover letter with checks, legal documents, proposals, or other written materials. The cover page adds warmth and personality to what otherwise may be perceived as an impersonal enclosure. Another great way to add a personal touch to your cover letter is to sign it with a blue fountain pen. (Black may be mistaken for a preprinted signature.) If you can, add a postscript that refers to something personal your contact mentioned to you. For example:
“Hope you have a great vacation!” or “Your Business is very important to us!”
.
SOME KEY POINTS WHEN WRITING.
- Track down a copy of The Elements of Style. Read it from cover to cover, and keep it by your desk at all times.
- Use both your spell check and a human set of eyes to ensure that your document is free of spelling mistakes. Check it carefully for grammar problems, too. Format your document intelligently—don’t cram it with lots of competing typefaces, adopt an inappropriate informal tone, follow your own rules inconsistently, or jam too much text onto the page.
- Make sure your document incorporates the right salutation for the intended reader.
- Addressing a letter to people who are married or who consider each other “significant others”? Don’t tick off one or both of your intended readers; use the proper titles for the pair you’re addressing.
- Make promises you can keep when it comes to sending faxes, e-mail transmissions, and overnight packages.
- Call afterwards to make sure that what you sent arrived in one piece.
- Remember to send a cover letter when enclosing “impersonal” materials.
- Include all your relevant contact information at the conclusion of an e-mail message.
- Know the ins and outs of e-mail composition.
- Keep personal e-mail transmissions out of the workplace.
- When posting to Internet groups, make sure you observe the rules of good “Netiquette” by, for instance, only sending messages that are pertinent to the group and quoting excerpts of previously posted material when the need arises.
.
MAKING PHONE CALLS.
HERE ARE SOME TIPS THAT WILL HELP KEEP CALLS ON THE RIGHT TRACK:.
- Plan the call before you make it—rather than improvising on the line. Before you start dialing, mentally prepare for the call by jotting down the questions you’d like to ask and the information you’d like to share.
- Make sure you have close at hand all the information and resources you’ll need. That includes your calendar, a copy of the proposal or other sales material you sent to the person, data on customers in the same industry, a file containing any information you have on this contact, and a pad and pen. If you know you’re going to need to track down information that will necessitate a round of telephone tag, wait to make the call until you have it assembled.
- Avoid calling when you know your client or contact is likely to feel overwhelmed. If you know the person you’re calling has to deal with a rush at work between 4:30 and 5:30 each day, don’t try to make a sales call to the person during this period. If you know your customer or prospective customer has just returned from vacation, avoid calling the first day he or she is back in the office.
- Come up for air once in a while during the conversation. If you’re going to hold a monologue, why call the person in the first place? Make your point in a concise manner and then give the other person the chance to talk.
- Take careful notes during the conversation, so that your customer doesn’t have to repeat remarks or provide important information twice. By doing so, you’ll be demonstrating your efficiency and attention to detail.
.
MAKE THE RIGHT FIRST IMPRESSION AT THE JOB INTERVIEW..
First impressions may never count more than when you are interviewing for a job. What the interviewer thinks of you upon the initial meeting can (and usually does) have an immense impact on the success or failure of your candidacy.
.
HERE ARE SOME IDEAS TO HELP GET YOU THROUGH THOSE ALL IMPORTANT ICE-BREAKING MOMENTS:
.- Do your homework. Find out as much as you can about the company, its employees, the particular job you are applying for, and the person(s) with whom you will be interviewing. The more you know when you go into the interview, the greater the likelihood you will be called back for a second interview.
- Pay special attention to your grooming. Men’s hair should be neatly trimmed and combed, and faces, as a rule, should be clean-shaven. (The exception: If you’ve done enough research on a company to ascertain that facial hair is acceptable—or even encouraged— within that particular organization, there’s nothing wrong with appropriately groomed facial hair.) Women should adhere to the “less is more” rule in makeup, hairstyle, and fingernails. Unless you are applying for a position where flamboyance is allowed, nail polish should be kept to neutral tones.
- Dress appropriately for the position for which you are interviewing. For corporate positions, a neat business suit is best, with well-shined black or brown lace shoes or dress loafers. Women have more freedom in terms of color choices, but should still tend to dress more conservatively. Avoid open-toed shoes or sandals. Instead, wear two- to three-inch pumps made of natural leather or suede, in a conservative color.
- Be sparing with fragrances. When in doubt, follow the “little dab’ll do ya” approach—and remember—cologne or perfume should be applied only when you’re getting dressed. Don’t reapply it during a rest room break or just before going into the interview.
- Make sure your grooming and hygiene are impeccable. Be particularly careful about mouth odors. If you’re a coffee drinker and you foresee that you’ll have contact with individuals closer than an arm’s length away, be sure to pop a breath mint into your mouth before the interview.
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- Pay special attention to your grooming. Men’s hair should be neatly trimmed and combed, and faces, as a rule, should be clean-shaven. (The exception: If you’ve done enough research on a company to ascertain that facial hair is acceptable—or even encouraged— within that particular organization, there’s nothing wrong with appropriately groomed facial hair.) Women should adhere to the “less is more” rule in makeup, hairstyle, and fingernails. Unless you are applying for a position where flamboyance is allowed, nail polish should be kept to neutral tones.
- Dress appropriately for the position for which you are interviewing. For corporate positions, a neat business suit is best, with well-shined black or brown lace shoes or dress loafers. Women have more freedom in terms of color choices, but should still tend to dress more conservatively. Avoid open-toed shoes or sandals. Instead, wear two- to three-inch pumps made of natural leather or suede, in a conservative color.
- Be sparing with fragrances. When in doubt, follow the “little dab’ll do ya” approach—and remember—cologne or perfume should be applied only when you’re getting dressed. Don’t reapply it during a rest room break or just before going into the interview.
- Make sure your grooming and hygiene are impeccable. Be particularly careful about mouth odors. If you’re a coffee drinker and you foresee that you’ll have contact with individuals closer than an arm’s length away, be sure to pop a breath mint into your mouth before the interview.
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