quarta-feira, 7 de janeiro de 2009

Cross-Culture Differences

Introduction
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Did you know?
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1) Japanese executives study American custom and business practices before doing business in the USA. Business etiquette in Japan is a $700 million a year industry.
2) A former United Nations Ambassador attributed the USA’s trade deficit to the fact that the captains of American industry had no idea how to deal with people who were different.
3) The first protocols were pieces of paper glued to documents by the ancient Greeks to register the author. The word came to mean the code for proper behavior in official dealings.
4) In France people attending a public ceremony used to be given a little ticket or etiquette, with instructions for how to behave during the ceremony.
5) Some Saudis wear two watches, one with Greenwich Mean Time and the other with Saudi Lunar Time.
6) The way people greet each other varies enormously around the world, from handshake, hugging or rubbing or placing hands in a praying position.
7) When taking their leave English people used to say Gob be with you, which over the years became goodbye.
8) Business cards were introduced in Britain in the eighteenth century. In Japan business cards should be exchanged with both hands.
9) In some countries a person position in the company hierarchy is reflected in the kind of car they drive. In the UK for example, the most important person may have a Rolls Royce, the next a Bentley and so on.
10) The habit of shaking hands may have been introduced by cave men. They would show that they were not hostile by dropping their club and offering their hand.
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Cultural awareness: an essential element for doing business abroad
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Learning the customs and culture of a foreign country "signals respect for the other side, and respect is important in developing a business relationship.”The fact that you haven't learned the history and the customs rises questions about the sincerity of how committed you are to doing business in the country."
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When traveling to other countries to transact business, Americans usually attempt to make a favorable impression and do their professional best. Unfortunately, behaviors, comments, time orientation, social practices, and etiquette that are considered appropriate professional behavior in corporate America may be perceived as arrogance, insensitivity, overconfidence, or aggressiveness in another culture. This could result in the American business person being perceived as insensitive to other cultures and jeopardize that person's working relationship with international counterparts.
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In the domestic market, Americans are comfortable in knowing what to do and how to do it. But to achieve the same objective and success with a minimum of interpersonal and professional errors abroad, advanced preparation is crucial. American corporations have a long way to go in developing executives to function abroad successfully. One retired senior vice president from a major U.S. corporation reports, "We have the technology and we know the business but we are not prepared as a country to deal with cultural differences....I have seen relatively little progress over the past 30 years."
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Recent literature cites an acknowledgment by business executives that understanding cultural differences is absolutely essential for doing business abroad. Unfortunately, this same literature reports that surveys of major corporations indicate that relatively few offer this type of preparation for their people. According to one such survey by the consulting firm of Moran, Stahl and Boyer, only 12 percent of the respondents of 51 multinational U.S. corporations indicated that they offered seminars and workshops on cross-cultural differences and doing business abroad (Callahan 1989).
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Similarly, the preparation that is being provided appears to be inadequate, resulting in high costs to companies and frustration for employees. According to one source, in a study of expatriates who were forced to return to the United States before completing their assignment, the failure rate (as measured by coming home before the end of tour in-country) ranged from 20 percent to 50 percent, costing the company between $55,000 and $150,000 per person. This translates into approximately $2 billion per year in costs for U.S. corporations (McEnery and DesHarnais 1990).
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Training alone will not solve the problem. Many conditions influence the success of doing business abroad; the individual is surveys one variable in the equation. It is perhaps the most critical factor, however, for we know that inadequate attention is being given to this important aspect of executive development.
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Other factors that influence success abroad include the nature, scope, and location of the project. Of particular note is the location, as studies have shown that although 18 percent of those sent to London will fail, this increases to 36 percent in Tokyo and 68 percent in Saudi Arabia. Such statistics point to a need for companies to carefully consider the unique nature of differing cultures and direct their executive preparation initiatives accordingly.
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This article examines many cross-cultural differences among 25 or more countries in which there is a practice or behavior dissimilar to that in the United States. They rank among the many complex subjects that must be considered by corporations when designing or contracting training for cultural awareness. Among the cultural elements that will be examined are language and communications, aesthetics, time orientation, social institutions, religion, personal achievement, personal space, social behavior, and intercultural socialization.
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Cultures include all types of learning and behavior. They are learned, they vary, and they influence the manner in which people behave.
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Communications
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Of all the cultural elements that an international traveler must study, the language of the host country is among the most difficult to manage. Although it is beneficial for individuals to know the language, one also needs the competency to recognize idiomatic interpretations, which are quite different from those found in the English dictionary. All cultures have verbal and nonverbal communication systems, and each country's vocabulary reflects its primary value and composition. Words spoken by an American may not have the same meaning when translated into another language.
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When visiting a country in which English is not spoken, executives often use an interpreter to translate for them. Yet numerous gestures, facial expressions, and motions send different signals, and an interpreter might not be capable of articulating the full intention of the message. For example, Americans are often direct in their conversations, expecting the truth with no hint of deception. At the same time, Americans also tend to be uncomfortable with silent moments. People in some other countries, though, may prefer not to be direct and may shift their eyes away from the American. To them this is a sign of respect. To the American, however, it may be seen as a gesture suggesting withholding of information. And in some cultures silence is appreciated, giving discussants or negotiators time to think and evaluate the situation.
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One of the most damaging demands that can be made of an Asian is "Give me a yes or no answer." Although an American would view this as a mild form of confrontation and would expect to get a "yes" or "no" response, Asians rarely say no. This is because of their reluctance to displease another with a negative answer and also to save them the embarrassment of having to admit an inability. There is no word for "no" in Thailand. Similarly, the French often say "no" when they may actually mean "maybe."
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In some countries, if a question is asked, the visitor may be told whatever the native thinks the visitor wants to hear. If you ask for directions in Mexico, Lebanon, or Japan, and the natives don't really know the answer, they may still give you one simply to make you happy. In countries such as Paraguay or Pakistan, if directions are requested, regardless of the distance, the answer is likely to be "not far."
In America, a person who is reluctant to maintain eye contact is called shifty-eyed and arouses suspicion. But in some countries an attempt to maintain eye contact may be perceived as a sign of aggression. Accordingly, in Japan, South Korea, Taiwan, and other Asian countries, maintaining eye contact is not an acceptable behavior. On the other hand, in Saudi Arabia, eye contact and gestures of openness are important and could facilitate communications.
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Most people who transact business abroad may not be proficient in the spoken language of the host country. However, nonverbal communications, such as signs, gestures, and body cues, can be learned in a short period. The value of knowing what to do and what to avoid should not be underestimated, so that one will not transmit unintended messages. According to several business executives interviewed, these issues are of much greater importance to closing the deal than actually knowing how to speak the native language.
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One executive reported that the English language is used in many regions of the world as the accepted form of business communication. In some countries such as the Philippines, you would be expected to use English or risk being considered of a lower class. Even though they risk isolation from the rest of the world, Filipinos no longer require English as a second language for their young, leaving only the upper class the ability to learn it in private schools or from tutors. Power brokers in most of the developing countries recognize the importance of understanding English. In Singapore, for example, it is not unusual to hear the language spoken in the home just for the purpose of further developing the skills of young people.
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In the same respect, such regions as the Middle East may prefer that visiting business people not attempt to use the native language, unless they have a high degree of proficiency. According to one source, it is quite common for Arab businessmen to speak English, because their formal education is likely to have come from Western universities. However, it is also recommended that if a company is intending to do a significant degree of business in the Middle East, its employees should be trained in Arabic. Dialects and accents aside, its written form dominates the region.
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Aesthetics
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It is important for companies to evaluate in depth such aesthetic factors as product and package design, color, brand name, and symbols. For instance, some conventional brand names that communicate positive messages in America have a totally different meaning in another country, which may substantially stigmatize corporate image and marketing effectiveness.
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When General Motors (GM) introduced its Chevy Nova into the Spanish market, it failed to first investigate whether the product name had an adverse meaning. GM subsequently learned that Nova ("no va") in Spanish means "It won't go." Other American product names, impart a negative message when literally translated into another language.
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Symbols also are important aesthetic factors that could have an adverse meaning in a different country. For example, the Wise Corporation would have to change or modify its trademark if it decided to test-market potato chips in India. The owl, which is the Wise trademark, is a symbol of bad luck in India even though in America it is associated with intelligence.
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This further exemplifies the importance of pre-travel inquiries to avoid making errors that will hamper one's ability to conduct business abroad effectively. They also illustrate the cross-cultural quagmires that can be avoided when a firm leaves little to chance in choosing appropriate and inappropriate behavior or practices.
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Time Orientation
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Americans are clock watchers. We live by schedules and deadlines and thrive on being prompt for meetings and "efficient" in conducting business. In many parts of the world people arrive late for appointments, and business is preceded by hours of social rapport. In such places, people in a rush are occasionally thought to be arrogant and untrustworthy.
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In the United States, a high value is placed on time. If someone waited outside an office for half an hour or so beyond the appointed time, it would be seen as a signal of his or her lack of importance. In the Middle East, a business person may keep a visitor waiting for a long time. But once the host begins the meeting, it may last as long as required to conduct the business at hand. Of course, others with later appointments on the same day also must wait their turn.
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Americans are also deadline-oriented. If a deadline is mentioned to an Arab, however, it is like waving a red flag in front of a bull. Forcing the Arab to make a quick decision may very well cost you the deal. What appears to be inefficiency and muddling on the part of Arab businessmen may be a signal of displeasure with the way things are going. Experienced negotiators recommend slowing down and looking for signals that suggest that negotiations are not going well.
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Western cultures view time as a resource that is not to be wasted. The efficient use of time is emphasized in such phrases as "Time is money" and "Time is the enemy." In contrast, Eastern cultures view time as unlimited and unending. In America, meetings sometimes begin with phrases such as "Let's get started" and "Let's dispense with the preliminaries." In Japan, casual conversation precedes business matters, because the Japanese are generally more interested than Americans in getting to know the people involved in the transaction.
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Furthermore, it is important to the Japanese that consensus be reached and any misunderstandings be cleared up before proceeding on any problems that may surface in negotiations. The Japanese process of consultation (ring-seido) could bring to the surface problems not appreciated or known to Americans. This will require further consultations to remove obstacles.
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Many cultures value relationships. Europeans and Asians place a high regard on long-term relationships rather than on short-term gains, which runs counter to what most Americans perceive. Excessive emphasis on speed and time may give the impression that the transaction is more important than the person. This is a fundamental error in professional judgment in many regions of the world.
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Social Institutions
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Social institutions--business, political, family, or class related--influence the behavior of people. In some countries, for example, the family is the most important social group. So social structures must be examined to understand the culture, because family relationships sometimes influence the work environment and employment practices.
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In Latin America and the Arab world, a manager who gives special treatment to a relative is considered to be fulfilling an obligation. From the Latin point of view, it only makes sense to hire someone you can trust. In the United States, however, it is considered favoritism and nepotism. In India there is a fair amount of nepotism. But there too it is consistent with the norms of the culture. By knowing the importance of family relationships in the workplace and in business transactions, embarrassing questions about nepotism can be avoided.
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According to the director of sales in the Mideast for a U.S.-based communications company, nepotism is commonplace in this region. He reports that not only are you forced to deal with "large groups of families," but these families often represent the country's aristocracy. Such individuals typically hold high positions in the local government and can rather easily skew a deal in one direction or another. As an outsider, a visiting business executive must learn not only to tolerate but also to appreciate the purpose of these relationships. It is not for us to judge the virtue of these conditions, concludes the sales director, but to adapt and work within the local norms.
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Americans should also be cautious of being judgmental or intrusive in the local political structure. Particularly in South America, where each country functions as a distinctive nation-state, it is a mistake to presume that a single political ideology prevails. Rather, these countries have foregone the benefits of functioning as a single market in favor of autonomous units. This results in separate infrastructures of military, customs, currencies, and legal systems.
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Religion
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Religion is of utmost importance in many countries. In America, substantial effort is made to keep government and church matters separate. Nevertheless, there remains a healthy respect for individual religious differences. In some countries, such as Lebanon and Iran, religion may be the very foundation of the government and a dominant factor in business, political, and educational decisions.
In the United States, employers are required by federal law to "reasonably accommodate" individual religious beliefs that conflict with job demands. There may be quite a number of them, however, because multiple nationalities, ethnic groups, and religions are represented in the diverse U.S. work force. In other countries, there may be fewer religions, but the dominant religion must be respected in professional, supervisory, managerial, and other business behavior. When abroad, any effort to compare religions should be avoided.
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When supervising a work group in some countries, an attempt to modify a policy, behavior, or process that is grounded in religion would not only draw the attention of national corporate officials but that of government officials as well. In Saudi Arabia, for example, during the month of Ramadan, Moslems fast from sunrise to sunset. As a consequence, worker production drops. Many Moslems rise earlier in the morning to eat before sunrise and may eat what they perceive to be enough to last until sunset. This affects their strength and stamina during the work day. An effort by management to maintain normal productivity levels will likely be rejected, so managers must learn to be sensitive to this custom as well as to others like it.
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Eating pork is forbidden by law in Islam and Judaism. So if hot dogs are an American's favorite lunch, all-beef hot dogs would have to be substituted for pork. The pork restriction exists in Israel as well as in Islamic countries in the Middle East, such as Saudi Arabia, Iraq, and Iran, and Southeast Asia, such as Indonesia and Malaysia.
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Islamic religion also frowns upon excessive profit, which is considered a form of exploitation. This is an important consideration in pricing products and services.
The role of women is also different in Islamic countries. They are, among other things, required to dress in such a way that their arms, legs, torso, and faces are concealed. An American female would be expected to honor this dress code while in the host country.
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Islamic worshippers pray facing the holy city of Mecca five times each day. Visiting Westerners must be aware of this religious ritual. In Saudi Arabia and Iran, it is not unusual for managers and workers to place carpets on the floor and kneel to pray several times during the day. Although Sunday is a day of rest for most countries in the world, there are several countries in which the rest day is not Sunday.
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Countries That Have Official Rest Days Other Than Sunday - Afghanistan, Algeria, Bahrain, Egypt, Iraq, Jordan, Kuwait, Libya,
On Friday - Oman, Pakistan, Qatar, Saudi Arabia, Somalia, Syria, Tunisia, United, Arab Emirates, Yemen Arab Republic, Yemen Democratic Republic
On Saturday - Israel
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Personal Achievement
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For the most part, Americans strive to achieve, be competitive, land the best job, earn the most money, and be promoted. They consider their position in the organization for which they work as an indication of status. We are an individualistic society and have built a nation based on our tenacity to get things done in as little time as possible and with minimal disruption.
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By contrast, Hindu teachings suggest that acquisition and achievement are not to be sought, because they are the major courses of suffering in one's daily life. In Japan, positions are not arranged in a status hierarchy, and promotions are determined based on seniority rather than merit, although there is some evidence of movement from seniority-based rewards. Japanese workers are encouraged to work as teams. Cooperation is an art in Asian countries. It is said in Japan that "the nail that sticks out will be pounded down" (Adler 1986). This illustrates that individual competitiveness is less desirable than teamwork and team spirit.
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Even the former Soviet Union encouraged teamwork. If a work group failed to meet production goals, no one was rewarded. But if a group exceeded its quota, everyone would benefit. Although cash rewards are often given to high achievers in America, a Japanese, Chinese, or Yugoslav would be humiliated to receive one.
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A great deal has been written in U.S. management literature over the past 10 to 15 years on teamwork and a participatory environment of decision making. The currently popular Total Quality Management movement would suggest that more U.S. companies are adopting this ideology. However, some researchers say that the U.S. cultural orientation on this subject is too embedded for us to adapt the normative working relationships of, say, the Japanese. On this comparison, one individual stated, "Harmony has long been important in Japan and is used as a building block to develop consensus in decision-making." In addition, whereas the individual is still the primary unit in American society and the educational system, group welfare prevails in Japan (Fram 1985).
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Personal Space
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Different cultures have varying rules on personal space and touching. Americans sometimes touch others on the hand or arm or shoulder when talking. In some cultures, such behavior may not be appropriate, especially with the left hand when in the Middle East.
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The distance between individuals when talking is another issue that must be known and respected. Although one may not be able to define the exact distance if asked, most individuals have a specific amount of space that they maintain between themselves and others when conversing. Americans are typically made uncomfortable by the close conversation distance of Arabs and Africans. In the same respect, Arabs and Africans may feel rejected by the lengthy personal distance Americans maintain.
Indonesians operate with less empty space than Americans require, and some touching is permissible. However, an Indonesian should not be patted on the head, and a person of the opposite sex should never be touched. It is important to know the rules for personal touching and space of the culture in which a visit is planned. In some cases, personal touching can be viewed as an extreme act; in addition to violating the norms of a culture, it may even be viewed as a criminal offense.
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Social Behavior
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There are a number of social behaviors and comments that have different meanings in other cultures. For example, Americans generally consider it impolite to mound food on a plate, make noises when eating, and belch. However, some Chinese feel it is polite to take a portion of every food served and consider it evidence of satisfaction to belch.
Other social behaviors, if not known, will place the American international traveler at a disadvantage. For example, in Saudi Arabia, it is an insult to question a host about the health of his spouse, show the soles of one's shoes, or touch or deliver objects with the left hand.
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In Korea, both hands should be used when passing objects to one another, and it would be considered impolite to discuss politics, communism, or Japan. Also in Korea, formal introductions are very important. Although in America it might be acceptable to initiate a visit to a corporate or government office to meet an official, in Korea it is not considered in good taste. In both Japan and Korea, ranks and titles are expected to be used in addressing hosts. In the United States, there is not a clear rule on this behavior, except in select fields such as the armed forces or medicine. In Indonesia, it is considered rude to point at another person with a finger. However, one may point with the thumb or gesture with the chin.
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When greeting someone, it is appropriate in most countries, as in the United States, to shake hands. In some countries the greeting includes a handshake and more. In Japan, a handshake may be followed by a bow, going as low and lasting as long as that of the senior person. In Brazil, Korea, Indonesia, China, and Taiwan, a slight bow is also appropriate.
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In some countries, the greeting involves more contact. For instance, in Venezuela, close friends greet each other with a full embrace and a hearty pat on the back; in Indonesia, a social kiss is in vogue, and a touching of first the right then the left cheek as one shakes hands. In Malaysia, close friends grasp with both hands; and in South Africa, blacks shake hands, followed by a clench of each other's thumbs, and another handshake.
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In most countries, addressing someone as Mr., Mrs., Miss, or Ms. is acceptable, but this is certainly not universal. Monsieur, Madame, and Mademoiselle are preferred in France, Belgium, and Luxembourg, while señor, señora, and senorita are the norm in Spain and Mexico.
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It is sometimes the case that conversation occurs as greetings are exchanged. In Sweden, the greeting is "goddag"; in the Netherlands, it is "pleased to meet you"; in the United Kingdom it's "how do you do"; and in Israel it is "shalom." Other greetings vary by country.
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In many countries, men do not shake hands with a woman unless she extends her hand first. In India, women, or a man and a woman, greet each other by placing the palms of their hands together and bowing slightly; and in Mexico simply by a slight bow. In some countries, such as India, it is not advisable for men to touch or talk alone with a woman.
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Although many of the social behaviors mentioned vary slightly from the American norm, negative judgments should not be made about them. When trying to explain what took so long in closing a deal, home office executives need to understand that drinking tea, socializing, and relationship building are important components in accomplishing corporate international goals.
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Intercultural Socialization
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In addition to knowing specific courtesies, personal space, language and communication, and social behavioral differences, there are numerous intercultural socialization behaviors that an international business traveler should learn. Knowing a culture means knowing the habits, actions, and reasons behind the behaviors.
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Americans often make assumptions about what is culturally proper or incorrect based on their own experiences. For example, in the United States the bathtub and toilet are likely to be in the same room. Americans assume this is the world norm. Some cultures, however, such as that of the Japanese, consider it unhygienic. Other cultures think it unhygienic even to sit on a toilet seat.
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It is not always necessary for an international business traveler to understand the "whys" of a culture, but it is important to accept them and to abide by them while on foreign soil. However, if the time is available, becoming thoroughly aware of the culture in which you will be visiting or working will pay excellent dividends.
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Pre-Travel Planning and Training
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Becoming internationally adept and culturally aware should be a goal of any professional who aspires to do business abroad. This generally means a conscious effort in training and professional development by organizations. The Canadian International Development Agency (CIDA) provides an excellent model. CIDA hosts a five day pre-departure briefing for Canadians that includes travel information, introduction to the geographical area of the host country, and presentations by a host national or a returnee. Cross-cultural communication, information for family members, and information on skills transfer are also included.
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There are numerous sources from which to obtain the training necessary for travel abroad. They range from individual consultants and established pre-departure corporations to state and federal offices that center on foreign trade or other foreign relations matters. Universities with international business centers are excellent sources as well.
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Many elements of culture that we believe make America such a pleasant place in which to live and work are not the norm in other countries. But when an American travels abroad on behalf of his or her corporation, the more that is known about potential business partners and their culture, the less the risk of engaging in offensive and insulting behavior. This increases the probability of achieving success rather than missing an opportunity simply because of arrogance or ignorance.
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References
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Nancy J. Adler, International Dimensions of Organizational Behavior (Boston: PWS-Kent Publishing Co., 1991).
Harry Brown and Rosemary Thomas, Brits Abroad (London: Express Books, 1981).
Madelyn R. Callahan, "Preparing the New Global Manager," Training and Development Journal, March 1989, pp. 28-32.
Lennie Copeland, "Making Costs in International Travel," Personal Administrator, July 1984, pp. 47-51.
Lennie Copeland and Lewis Griggs, Going International (New York: Random House, 1985).
Lennie Copeland and Lewis Griggs, "Getting the Best from Foreign Employees," Management Review, June 1986, pp. 19-26.
Eugene Fram, "Consensus on Campus: Lessons for University Decision Making in Japan," Speaking of Japan, April 1985, pp. 20-26.
Shari Gaudron, "Surviving Cross-Cultural Shock," Industry Week, July 6, 1992, pp. 35-37.
Allen Hixon, "Why Corporations Make Haphazard Overseas Staffing Decisions," Personnel Administrator, March 1986, pp. 91-93.
John Ivancevich, James Donnelly, Jr., and James Gibson, Management (Boston: Irwin, 1989).
Gavin Kennedy, Doing Business Abroad (New York: Simon and Schuster, 1985).
Rose Knotts, "Cross-Cultural Management: Transformations and Adaptations," Business Horizons, January-February 1989, pp. 29-33.
Jean McEnery and Gaston DesHarnais, "Culture Shock," Training and Development Journal, April 1990, pp. 43-47.
Christopher North, International Business, 2d ed. (Englewood Cliffs, NJ: Prentice-Hall, 1985).
Arvind V. Phatak, International Dimensions of Management (Boston: Kent Publishing Co., 1983).
Janet Stern Solomon, "Employee Relations Soviet Style," Personnel Administrator, October 1985, pp. 79-86.
H.L. Wills, "Selection for Employment in Developing Countries," Personnel Administrators, July 1984, pp. 53-58.
Charles F. Valentine, "Blunders Abroad," Nation's Business, March 1989, pp. 54-56.
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FOREIGN ETIQUETTE TIPS
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The following advice by Sue Fox, author of Business Etiquette for Dummies, may help business travelers avoid an embarrassing gaffe abroad.
Argentina
It is rude to ask people what they do for a living. Wait until they offer the information.
Bahrain
Never show signs of impatience, because it is considered an insult. If tea is offered, always accept.
Cambodia
Never touch or pass something over the head of a Cambodian, because the head is considered sacred.
China
As in most Asian cultures, avoid waving or pointing chopsticks, putting them vertically in a rice bowl or tapping them on the bowl. These actions are considered extremely rude.
Dominican Republic
When speaking to someone, failure to maintain good eye contact may be interpreted as losing interest in the conversation.
France
Always remain calm, polite and courteous during business meetings. Never appear overly friendly, because this could be construed as suspicious. Never ask personal questions.
Greece
If you need to signal a taxi, holding up five fingers is considered an offensive gesture if the palm faces outward. Face your palm inward with closed fingers.
Egypt
Showing the sole of your foot or crossing your legs when sitting is an insult. Never use the thumbs-up sign, because it is considered an obscene gesture.
India
Avoid giving gifts made from leather, because many Hindus are vegetarian and consider cows sacred. Keep this in mind when taking Indian clients to restaurants. Don't wink, because it is seen as a sexual gesture.
Japan
Never write on a business card or shove the card into your back pocket when you are with the giver. This is considered disrespectful. Hold the card with both hands and read it carefully. It's considered polite to make frequent apologies in general conversation.
Malaysia
If you receive an invitation from a business associate from Malaysia, always respond in writing. Avoid using your left hand because it is considered unclean.
Mexico
If visiting a business associate's home, do not bring up business unless the associate does.
Philippines
Never refer to a female hosting an event as the "hostess," which translates to prostitute.
Singapore
If you plan to give a gift, always give it to the company. A gift to one person is considered a bribe.
Spain
Always request your check when dining out in Spain. It is considered rude for wait staff to bring your bill beforehand.
Vietnam
Shake hands only with someone of the same sex who initiates it. Physical contact between men and women in public is frowned upon.
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Vocabulary
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Awareness: noun [U] knowledgement that something exists, or having knowledge or experience of a particular thing
Abroad: (FOREIGN PLACE) adjective [after verb], adverb in or to a foreign country or countries
Foreign: adjective belonging or connected to a country which is not your own
Committed: adjective loyal and willing to give your time and energy to something that you believe in
Transact: verb [T] FORMAL to do and complete a business activity
Behavior(s): noun [U] Someone's behavior is how they act in a particular way, or acting in a way which has society's approval
Perceived: Past tense of perceive - verb [T] to see something or someone, or to become aware of something that is obvious
Jeopardize: verb [T] to put something such as a plan or system in danger of being harmed or damaged
Counterparts: noun [C] a person or thing which has the same purpose as another one in a different place or organization
Achieve: verb [T] to succeed in finishing something or reaching an aim, especially after a lot of work or effort
have a long way to go: expression - In American English ways is often used as an equivalent of way in phrases such as a long ways to go. The usage is acceptable but is usually considered informal
to deal: verb [I or T] dealt, dealt - to do business
survey(s): noun [C] an examination of opinions, behavior, etc., made by asking people questions
scope: noun [U] the range of a subject covered by a book, programme, discussion, class, etc
rank: noun [C or U] a position in an organization, such as the army, showing the importance of the person having it
aesthetics: aesthetic, US also esthetic adjective relating to the enjoyment or study of beauty
achievement: noun [C or U] something very good and difficult that you have succeeded in doing
host: noun [C] (female hostess) someone who has guests
hint: noun [C] a piece of advice which helps you to do something
though: conjunction despite the fact that
withholding: Present Continuous Tense of Withhold - verb [T] withheld, withheld to refuse to give something or to keep back something
damaging: adjective causing harm
embarrassment: noun [C or U] when you feel embarrassed, or something that makes you feel embarrassed – derived from the verb embarrass: verb [T] to cause someone to feel anxious or uncomfortable
regardless: adverb despite; not being affected by something
proficient: adjective skilled and experienced
cues: noun [C] a signal for someone to do something
aside: adverb on or to one side
in depth: adjective [before noun] done carefully and in great detail, or discovering the real reasons which cause something
whether: conjunction (used especially in reporting questions and expressing doubts) if, or not
impart: verb [T] FORMAL to communicate information to someone
adverse: adjective [before noun] having a negative or harmful effect on something
hamper: verb [T] to prevent someone doing something easily
quagmires: noun [C] a difficult and dangerous situation
deadlines: noun [C] a time or day by which something must be done
thrive: verb [I] thrived or US ALSO throve, thrived or US ALSO thriven to grow, develop or be successful
rapport: noun [S or U]a good understanding of someone and an ability to communicate well with them
in a rush: Noun - General haste or busyness
untrustworthy: adjective – something or someone that you can’t trust
lack: Intransitive Verb – to be short or have need of something
muddling: intransitive verb – to think or act in a confused, aimless way
emphasized: verb [T] (UK USUALLY -ise) to show or state that something is particularly important or worth giving attention to
unending: adjective SLIGHTLY FORMAL describes activities or events, especially unpleasant ones, when they seem to continue for ever
matters: noun [C] a situation or subject which is being dealt with or considered
Furthermore: adverb FORMAL in addition; more importantly
Judgment: noun [U] the ability to form valuable opinions and make good decisions
Environment: noun [C] the conditions that you live or work in and the way that they influence how you feel or how effectively you can work
Skew: adjective [after verb] not straight
Foregone: adjective – previous, past
Utmost: adjective [before noun] (FORMAL uttermost) used to emphasize how important or serious something is
Nevertheless: adverb (SLIGHTLY FORMAL nonetheless) despite what has just been said or referred to
Belief(s): noun [C or S or U]the feeling of certainty that something exists or is true
draw the attention: same as: to attract the attention
fast: Irregular verb – not to eat
sunrise: noun [U] (US INFORMAL ALSO sun-up) the time in the morning when the sun starts to rise in the sky
sunset: noun [U] the time in the evening when you last see the sun in the sky
frowns: noun – when you bring your eyebrows together so that there are lines on your face above your eyes to show that you are annoyed or worried
worshippers: noun [C] someone who worships and performs religious ceremonies to a particular god or object
kneel: verb [I] knelt or kneeled, knelt or kneeled to go down into, or stay in, a position where one or both knees are on the ground
be sought: Transitive Verb - Middle English besechen, from be- + sechen to seek - Date: 12th century transitive verb 1 : to beg for urgently or anxiously 2 : to request earnestly : implore
embedded: embedded, US ALSO imbedded adjective If an emotion, attitude, etc. is embedded in someone or something, it is a very strong or important part of them
welfare: noun [U]physical and mental health and happiness, especially of a person
mound: noun [C] a large pile of something
belch: verb [I or T] to allow air from the stomach to come out noisily through the mouth
bow: verb [I or T] to bend your head or body forward, especially as a way of showing someone respect or expressing thanks to people who have watched you perform
embrace: verb [I or T] LITERARY to hold someone tightly with both arms to express love, liking or sympathy, or when greeting or leaving someone
accomplishing: verb [T] to finish something successfully or to achieve something
abide: verb [I usually + adverb or preposition] OLD USE to live or stay somewhere
thoroughly: adverb – thorough: complete, very great, very much
on behalf: noun – interest, benefit; also : support, defense — on behalf of or in behalf of : in the interest of ; also : as a representative of usage A body of opinion favors in with the “interest, benefit” sense of behalf and on with the “support, defense” sense. This distinction has been observed by some writers but overall has never had a sound basis in actual usage. In current British use, on behalf (of) has replaced in behalf (of); both are still used in American English, but the distinction is frequently not observed.
Overly: adverb (also over) too; very
wink: verb [I] to close one eye briefly as a way of greeting someone or showing friendliness, affection, sexual attraction etc., or of showing that you are not serious about something you have said

terça-feira, 6 de janeiro de 2009

10 Hotel Sales Mistakes to Avoid in Today's Competitive Marketplace



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10 Hotel Sales Mistakes to Avoid in Today’s Competitive Marketplace
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Written by John Hogan from Victoo – Tourism & Hospitality Management Resources
Wednesday, 27 August 2008 08:40
By Dr. John Hogan CHE CHA MHS August 22, 2008
“We'll do all right if we can capitalize on our mistakes “ Mickey Rivers
Mistakes do happen – that is human, understandable and part of our professional learning cycle. What we need to remember is to improve and learn from those mistakes by not repeating them needlessly.
Here are ten mistakes to avoid:

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1. Not listening. In this highly competitive marketplace in an uncertain economy, not listening to a potential customer is the surest way to NOT making a booking. If you are a hotel sales manager, this seems very elementary. We must remember however, we are dealing with multi generational buyers in the market, as well as culturally diverse professionals. This means allowing the prospect to talk about themselves, their company or association or their potential use of your facility. When appropriate, succinct responses allowing them to give you feedback is often a key missing in today’s fast pace. There are many online resources to help improve listening skills, including a new one from Cornell’s Judi Brownell, Ph. D. titled Building Managers' Skills to Create Listening Environments . While it targets the manager more than sales, it does provide an easy to follow structure for evaluating listening effectiveness.

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2. Viewing the prospect as the “enemy” or an adversary. In the process of sales, each party has a role and a position. It is not like an athletic competition where one party must WIN and therefore the other must LOSE. The term “win-win” was popularized by Stephen Covey in “Think Win/Win: Principles of Mutual Benefit” If the prospect is viewed as someone you are trying to outwit or outsmart, they are likely to be very hesitant to trust your hotel or services. Today’s buyers understand the supply and demand aspects of revenue management. Your offering optional dates when you might have rate flexibility or other enhancements will demonstrate your professionalism and concern for an ongoing relationship. David Evans , an award winning career industry sales leader with Westin and Starwood, recently shared a quote with me he learned from an asset manager who David says manages a substantial portfolio "I never learned from statements, only my questions" Everyone wins is a much better way to succeed.

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3. Not taking detailed notes. We are in an information overload society today, yet the process of sales still has basics. The stages of sales include prospecting or qualifying, interviewing or meeting, presentation and closing. When you finally get the one on one meeting with the potential client regardless if they are an association executive or the parents planning their daughter’s wedding, accurately noting the client’s needs is crucial. The fact that you are taking the time to write down what they are saying tells them you care. It encourages them to keep talking, which means you have an increased opportunity to match your hotel’s services and features to their needs. The notes you take also can become part of the sales file and are helpful the next time you meet and are looking to book the next meeting or event.

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4. Not Following up. A neat, professional and courteous follow-up note keeps you in the prospect’s mind and lets them know you are detail oriented. Think of how many calls, emails and meetings we all face daily. The simple follow-up that arrives a few days after your meeting can make the difference in how you are judged. It is a sign of personalized attention in an era of impersonal contact.

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5. Not keeping contact with past and current clients and customers. Repeat customers are ideal, in that they do not need to be wooed each time IF they were satisfied. These people will not become repeat customers or guests unless they feel appreciated and acknowledged. I recall several major training accounts over the years at different hotels that were very cost conscious, with two trainees to a room and food budgets that was marginal to profitability. Our hotels managed to maintain these accounts over the years and increase the rates and budgets, even in times of economic uncertainly such as we face today. I believe the main ingredient for making these inroads was not financial, but the fact that these clients regularly were kept in the communication flow and interacted with even when the contracts were not in renewal time lines. When was the last time you contacted past and current customers?

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6. Not Planning each day efficiently. Almost all hotels have the challenge of asking sales managers to perform other activities. The argument of building team work, or responding to a staffing crisis or other reasons seem to pop up for why the sales manager does not have the time to do what they are hired to do: sell the hotel’s services and products. To be effective, a sales manager needs to plan each week and day, allocating prime hours for selling, following up as needed, and measuring their activities against the marketing and sales plans. The crises will be there and teams must be supported, but regular planning and accountability is crucial.

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7. Underestimating the client’s savvy. The role of hotel sales professionals is not to outsmart the client. You both have needs and budgets. The sales manager of today needs to follow the guidelines of revenue management, space allocation, maximization of resources and attempt to meet or exceed the budgeted financial targets. As a representative of your hotel, you are the conduit between meeting the client’s needs and your hotel’s ability to meet them. We must remember they probably know their challenges and problems better than we, just as we know the challenges in changing meeting room sets, or providing transportation to the airport during rush hour better than they. Clear and honest communication on both sides makes the difference, and we must remember to be transparent and accurate in that exchange of information.

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8. Rushing the Sales Close. The stages of sales include prospecting or qualifying, interviewing or meeting, presentation and closing. At any given point during these stages, your objective is to complete the current stage and move on to the next at the right pace. This means listening and following the lead of the person you are conversing with. If one attempts to close before there is a comfort level with any of the first three stages, there will likely be no sale.

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9. Not keeping up to date or current with industry trends. This industry has changed much in the past ten years. Technology is an essential part of it, as is the means of finding clients, booking reservations and communication to the outside world once they are at your hotel. Technology can also expose you to thousands of ideas without leaving your hotel. Suggestions include the online service Hospitality Sales and Marketing Association International http://www.hsmai.org/ AH&LA SmartBrief http://www.smartbrief.com
HFTP.orgFinance/Technology http://www.hftp.org/ IH-RA.comGeneral Hospitality Interest http://www.ih-ra.com/newsroom/ihra_articles.php

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10. Not taking Professional Pride in your appearance and in your hotel. Synonyms for the word pride are conceit, smugness and arrogance. Additional ones though are delight, satisfaction and pleasure. In these days of business casual, it may be appropriate to forego the business suit on occasion. There should never be a time, however, when the professional appearance of the individual, the office or the hotel should be in question. Many brands are transitioning from inspectors for QA, saying the guests’ comments and the online blogs are the real assessment of the everyday hotel. This is not meant to be lecturing to anyone reading this – it is meant as a reflection of many years of observing what customers want and expect. It is also a reflection on the many real professionals I have been proud to be affiliated with in my career to date.
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Notes - I also would like to suggest reading the article that I wrote and posted a few weeks ago (based on my past experience working as a International Sales and Marketing Manager in the U.S.A. for almost 20 years) under "Hotel Industry - Notas Pessoais" - where I compare the Sales Staff from Miami and Miami Beach - Fl versus the ones from Brazil (in general) I feel that it complements this article about mistakes done by the Sales Staff.

segunda-feira, 5 de janeiro de 2009

Maysa

I know it has nothing to do with learning English....but since
the majority of the visitors are from overseas.... they may
enjoy a good Brazilian MPB!!!!

















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Track Listings
1. Demais/I've Got You Under My Skin - Maysa, Jobim, Antonio Carl
2. Por Causa de Você - Maysa, Jobim, Antonio Carl
3. La Barca - Maysa, Cantoral, Roberto
4. Bom Dia, Tristeza - Maysa, Barbosa, Adoniran
5. Quem Quiser Encontrar O Amor - Maysa, Lyra, Carlos
6. Fim de Noite - Maysa, Feitosa, Chico
7. O Amor Que Acabou - Maysa, Feitosa, Chico
8. Dindi - Maysa, Jobim, Antonio Carl
9. Buquê de Izabel - Maysa, Ricardo, Sérgio
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Link for download:
http://rapidshare.com/files/113361437/0517_new_-x-Mays_Unvrsl_-x-AM.zip




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TRACKLIST: QUANDO FALA O CORAÇÃO
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CD 1
1. Resposta
2. Tarde Triste
3. Adeus
4. Ouça
5. Franqueza
6. O que
7. Se Todos Fossem Iguais a Você
8. To the Ends of the Earth
9. Bronzes e Cristais
10. Por Causa de Você
11. Suas Mãos
12. Bom Dia, Tristeza
13. Eu Sei que Vou Te Amar
14. Hino ao Amor
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CD 2
1. Dindi
2. O Barquinho
3. Bésame Mucho
4. Chão de Estrelas
5. I Love Paris
6. Quizás, Quizás
7. Fim de Noite
8. Primavera / Valsa de Eurídice / Canção do Amanhecer
9. Demais / Meu Mundo Caiu / Eu Preciso Aprender a Ser Só - ao Vivo
10. Ne Me Quitte Pas - ao Vivo
11. Bonita
12. What Are You Doing the Rest of Your Life?
13. Morrer de Amor
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Links for download:
CD1
CD2

domingo, 4 de janeiro de 2009

Martin Luther King Jr. Day


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"I have a dream that my four little children will one day live in a nation where they will not be judged by the color of their skin, but by the content of their character."
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Martin Luther King Jr. Day is a United States holiday marking the birth date of the Reverend Martin Luther King, Jr., observed on the third Monday of January each year, around the time of King's birthday, January 15. It is one of four United States federal holidays to commemorate an individual person.
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King was the chief spokesman of the nonviolent civil rights movement, which successfully protested racial discrimination in federal and state law. He was assassinated in 1968.
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The campaign for a federal holiday in King's honor began soon after his assassination. Ronald Regan signed the holiday into law in 1983, and it was first observed in 1986. At first, some states resisted observing the holiday as such, giving it alternative names or combining it with other holidays. It was officially observed in all 50 states for the first time in 2006.
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Opposition to Honoring Dr King
America had only honored two individuals with national holidays - George Washington and Christopher Columbus and many felt there were more worthy people. A senator from Georgia even denounced Dr. King as a communist.
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Others feared the King Holiday was meant as a way to make up to African-Americans for slavery. Senator Bob Dole pointed out to those critics '"I suggest they hurry back to their pocket calculators and estimate the cost of 300 years of slavery, followed by a century or more of economic, political and social exclusion and discrimination".
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Senator Jesse Helms (Rep-North Carolina) led the opposition to the bill and questioned whether MKL was important enough to receive such an honor.
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The King Center and the Song "Happy Birthday" from Stevie Wonder
While congress couldn’t decide, many African-Americans celebrated Dr King’s birthday themselves anyway. The King Center turned to support from the general public. Stevie Wonder wrote and released the single "Happy Birthday" to popularize the campaign in 1980. Six million signatures were collected for a petition to Congress to pass the law, termed by a 2006 article in The Nation as "the largest petition in favor of an issue in U.S. history.
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20 January 2009 - Presidential Inauguration of Barack Obama
This year Martin Luther King Day will set the scene for the historic presidential inauguration on 20 January 2009.
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Maybe the realization of Dr King's dream is beginning.

sábado, 3 de janeiro de 2009

Business goes on... Sales Tips for an Uncertain Market








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Writen by The Publisher at Victoo - Saturday, 25 October 2008 09:39
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In a tough market, every room night counts.These days, as we struggle with how to best market our hotels, do we continue to create promotions and spend money on advertising when customers simply aren't traveling? Do we advertise the way we normally would? Or do we lay low, ride out the storm and spend when things pick up?We saw negative cycles during the Gulf War and after 9/11, when those hotels that were active in sales were the first to feel the positive impact of the upturn. Maybe they cut their advertising spend or specific areas of marketing budgets, but sales and promotional efforts remained active as they introduced new opportunities for clients.While this downturn may seem more painful, business goes on and you need to be out there. Here are several ideas to keep your sales efforts strong:
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DIRECT SALES & THE PERSONAL TOUCH:Start calling customers to thank them for their stay and to see if there's anything you can do to enhance their next visit.
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* Hotels can learn a great lesson in customer service from other industries, which make courtesy calls and practice personal outreach. "We noticed you returned something in September and just wanted to make sure you were happy and had the items you wanted. And...remember all our replacements for returns get free shipping, so when you want to reorder, just let us know and we'll waive the shipping." Your customers will certainly spread positive word of mouth about you when you make an effort like that.
* Build personal relationships with your customers. Stop emailing and pick up the phone to have an actual conversation with clients. Talk about what worked or didn't in the past and how you can gear up for next year. They'll appreciate the unexpected personal outreach. * Now is the time for operating departments to put their sales hats on. Every manager in your hotel should contribute to the sales effort. Coach them on how to ask vendors where their company's managers stay when in town. Where do they hold meetings and holiday parties? Offer incentives for each piece of business that operations managers generate.
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INCREASE PUBLIC RELATIONS EFFORTS:The hotel business will always be a people business that relies heavily on personal relationships. With members of the media being bombarded with pitches from all sides, you may think that setting up face-to-face media visits is a public relations tool that has passed its time. But press visits are still a valuable tactic that can set the stage for building relationships and garnering significant coverage.
* Consider inviting travel writers to stay overnight and experience (or re-experience) your product first-hand - and reap the benefits of the resulting publicity. The Doubletree Hotel in Annapolis organized a press trip when it opened under a new flag and with an extensive renovation. Ultimately, the effort resulted in substantial editorial coverage in the hotel's feeder market cities. Hotel owners worked closely with the local CVB to organize activities for the media guests and the city reaped the benefits of press coverage as well.
* Various convention and tourist offices also organize press efforts each year - either with visits to media in different geographic markets, or targeting specific niche media. Partnering with them is always a good idea.
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CREATE PACKAGES THAT HIGHLIGHT YOUR AMENITIES:As travel patterns change, sales, marketing and public relations hotel activities need to be modified to appeal to travelers' specific needs. The media is not only interested in covering seasonal promotions that offer considerable savings, but packages that tie into a particular lifestyle or trend.
* For example, consider the popularity of traveling with pets. Various hotel brands have rolled out doggy welcome mats with creative amenities and packages. Components run the gamut from pet welcome amenity bags and special dog-friendly guestrooms, to pet entrees available from room service and other creature comforts..
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DEVELOP PROMOTIONS TO REWARD YOUR GUESTS:Create promotions and packages with value-adds worthy of a press release to post to your website and distribute with a wire service. It may even garner more results than a print ad.
* The Ramada Mall of America in Minneapolis and the Holiday Inn Express in Boynton Beach are each offering an "in-state resident rate" to encourage locals to visit on the weekends. In addition, the new Hotel Indigo Chicago-Vernon Hills, a suburban property, has positioned its indoor pool as a weekend escape for the local market. The hotel has also used local radio to get its name out there, create a "local resident rate" and encourage locals to visit.
* The new High Peaks Resort in Lake Placid helps air travelers by picking up their baggage fees to encourage them to stay at their hotel and not worry about the number of bags they travel with.
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BE CREATIVE WITH YOUR WEBSITE AND ONLINE MARKETING:Social blogs enable hotels to communicate to clients more frequently, obtain higher rankings, spend less money and have a higher ROI.
* Use social media to increase your website foot print. Create your own blog with newsworthy items posted on websites which link back to your hotel. If guests link back to your hotel, they can learn about packages and take advantage of special rates offered. This will also enable the hotel to increase its database, which can, in turn, be used for email marketing campaigns.
* If your hotel is located in a destination which may have experienced a hurricane, tropical storm, or other act of nature, use this medium to communicate updates on your hotel so guests understand that the hotel is in good shape, or in the midst of clean up, etc.
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CONDUCT SALES CALLS TO BUSINESSES IN YOUR OWN COMMUNITY:Reach out to your local community to book wedding, family reunion and church meeting business.
* A limited service hotel in the South East U.S. recently sent its General Manager, Director of Sales and Executive Team to visit more than 200 retail stores, real estate and professional offices within a 3-day period. Every store or office manager that the hotel team met with received a basket of cookies and flyers promoting various rates and packages. They were also invited to attend a poolside cocktail party at the hotel the following week. Nearly 40 people attended the party and one guest immediately booked a wedding room block for an off peak month!
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KEEP YOUR SALES TEAM MOTIVATED:Motivating the sales team is important, particularly during a tough market when sales managers tend to receive more rejections than signed contracts from clients who have cut back on meetings and business travel.
* A franchised hotel in the Midwest recently instituted this incentive: The individual sales call quota for each month is 100 telemarketing calls. The Director of Sales challenged the team to increase their telemarketing calls by 25%. Each person who met or exceeded the goal would be awarded a 4th day off during the Memorial Day weekend. Everyone exceeded the goal, booked additional business and enjoyed an even longer holiday weekend!Whether your hotel is located in a major metropolitan area or smaller suburban locale, is a resort or airport property, and whether you enjoy the benefits of cooperative marketing from your franchise or flag (and particularly if you are an independent hotel), be sure to use your creative selling thinking cap to stay vocal during this down cycle.

sexta-feira, 2 de janeiro de 2009

More hints on Business Etiquette



MEETING PEOPLE
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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.
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- 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!”
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- 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.
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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.)
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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.
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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.
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HERE ARE A FEW TIPS FOR KNOWING HOW TO OFFER A GOOD HANDSHAKE THAT ALSO MAINTAINS A PROPER DISTANCE:
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- 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.
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DON’T SAY “I’M SORRY” AUTOMATICALLY.
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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!”
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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!”
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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.
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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.
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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.
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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.
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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.
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EXCHANGE BUSINESS CARDS
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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.
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- 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.
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BUSINESS DRESS CODE
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- 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.
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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.
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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.”)
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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.
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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.
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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!”
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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.
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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.
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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.
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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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