KNOW YOUR BUSINESS ETIQUETTE

Business etiquette is the set of rules that govern the way people interact with each other in a business environment. Creating an environment of mutual comfort in the way one conducts oneself is critical to success in the professional world as well as in making new and sustaining relationships that can go beyond business. In today’s globalised world, with India gaining increased recognition in the business sphere, knowledge of business etiquette is important. 

Today, whether at home or in a global context, the dynamics of workplace etiquette are fast changing. While in some cases, people are more relaxed about the way they dress, meet and greet or interact with business associates and colleagues, on the other hand, there is an increased level of formality being observed when people do business with important clients and international business associates. As we conduct business with diverse people from across the globe, it becomes imperative for our managers to understand business etiquette that will not only help to enhance their image but also the business image of our country. After all, business etiquette is about conveying the right image and behaving in an appropriate way. A few guidelines…

a)    Keep gender rules out of the way: Business etiquette, over the last few years, has undergone a huge transformation due to the significant rise of women in the workplace. With the rules shifting towards a more gender-equal business culture, there is no room for preferential treatment for women. So, man or woman, whoever arrives at the door, holds it open for others to pass, women like men are expected to stand up during introductions, the person closest to the elevator door exists first, whoever extends the invitation pays for the meal, and so on.  However, while gender equality is acceptable in India as well as in most parts of the world, there may be a few countries like those in the Middle east where you may need to check the local culture that is prevalent.  

b)    Dress appropriately:  The way we dress and the way we groom ourselves has always been an important part of business etiquette. Our visual image or appearance is what shapes our professional image, based on which, others make impressions of us within the first few minutes of the meeting. We must make sure our look is neat and clean with special attention to good personal hygiene. Keeping the agenda for the day in mind, we must ensure our clothes are appropriate for the occasion – formal enough for a business meeting, which if need be, can be dressed down for an after-office drinks and dinner meet with colleagues or business associates. Decency of dress must also be maintained – too tight, short and revealing clothes, t-shirts with bold prints or shirts in loud colours should be avoided.   Link to blog, “Dress the way you want to be addressed”: https://www.dhirubhai.net/pulse/dress-way-you-want-addressed-shalini-mehta/  

c)     Be on time, always: Being punctual shows professionalism and seriousness towards work. Also, it is one of the best ways to show people that they are respected as you value their time. To make others wait especially when they have made an appointment without any explanation or apology is rude. We must ensure that we are punctual, always, as being respectful of other people’s time will help us gain their respect. 

d)    Perfect the art of making introductions: Introductions are important for networking or to get people with common professional interests together, as well as while making introductions in meetings or other business settings. Remember to use full names while introducing people. In case you are not sure of a person’s name, be honest and admit it and make way for the person to introduce himself. When being introduced to others, pay attention to their names. Men and women must both stand when being introduced or making introductions. Introductions in business are based on hierarchy and not gender, so always introduce the person with the lesser title to the person who holds a higher title!  Link to blog, “Introduce the real YOU”: https://www.dhirubhai.net/pulse/introduce-real-you-shalini-mehta/ 

e)       Remember to Greet :  While it is important to greet colleagues, clients and business associates in a professional environment, we must make it a habit to incorporate greetings in our everyday lives even in a social context. Greetings help us to acknowledge people around us with humility and help as great conversation starters.  You will notice that colleagues, business partners and collaborators, clients etc greet each other with a handshake, and now in covid times, either with a namaste, a nod or a bow. Just like the handshake, any other form of greeting must be initiated by the higher ranking person. As you greet, remember to maintain eye contact, smile and match your tone to the occasion.  

f)        Be polite, yet professional: Workplaces of today can be increasingly challenging with tough bosses, managing teams of diverse people, delivering results under constraints of time and resources. Being polite and professional helps build trust in business relationships, and helps you project yourself as a leader. Display professional behaviour as you listen well and understand other’s opinions, besides telling them your own, do not interrupt, and do not shout others down. Be aware that you are not a ‘know-all’ and be receptive to other’s ideas. In case your opinions differ, show your disagreement gracefully.  It is considered polite to keep your cell phone switched off or on silent mode before a meeting. If you are waiting for an important call from someone, its best to keep the people informed about it and once on the call, it is important to wrap up the conversation quickly. Link to blog “Phone Etiquette”: https://www.dhirubhai.net/pulse/phonetiquette-workplace-shalini-mehta/

g)      Be aware of your body language:  While we may hide our true feelings with choosing our words cleverly, our body language can tend to fail us. We send out body language signals with our eyes, facial expressions, posture and gestures. In a business meeting, 93 percent of the impact we create is through our non-verbal communication and only 7 percent through words. Being aware of our body language can help us send out the right signals.   For example, standing with our arms crossed while communicating shows us as being defensive, drumming of fingers on the table shows nervousness or impatience, walking straight shows confidence. However, gestures, as important part of body language may have different connotations in different parts of the world. It is advisable to acquaint yourself with the gestures and their meanings before you use them when you travel for business. For example, slurping and belching is considered a compliment to the chef in the far east and is considered as pathetic table manners in most other parts of the world, or touching to give a pat on the back for a job done well is common in India, but considered offensive in south east Asia as well as U.S.A and Western Europe.

h)      Know your table manners:  Meal times have always been considered as good times to establish and nurture business relationships.  A lot of business deals across the world are finalised and celebrated over a meal, and so, companies are paying increasing attention to how their employees conduct themselves at meal times.   Being rude to the wait staff is a definite way to cause embarrassment to your guests as well as the other diners in the restaurant.  Besides knowing your cutlery, one must be aware of their alcohol limit as well foods that suit their system and are easy to eat, as well as foods that don’t leave sharp odours in the mouth. Always remember that the one who extends the invitation must pay the bill.   Link to Blog “You are how you eat”: https://www.dhirubhai.net/pulse/you-how-eat-shalini-mehta/

The use of professional etiquette helps improve the workplace environment, productivity and relationships. Developing the right business etiquette works through daily practice, keen observation of others and some self-introspection. Being concious of the business etiquette that you display can help set you apart professionally.

Shalini Mehta                                                                        ‘Courtesy & Carriage’