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Grooming and Business Etiquette




           A PRESENTATION
                 By
            A B PRASAD
                 1          ©Copyright by AB. PRASAAD
Who is a Doctor?




                                            2



                   2   ©Copyright by AB. PRASAAD
Who will You Hire as Security?




                                                    3



                           3     ©Copyright by AB. PRASAAD
Who will Get Hired by a Bank ?




                                                      4



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Contents



 1. Introduction to Etiquette

 2. Good Social Etiquette

 3. Good Business Etiquette

 4. Professional Attitude

 5. Points to ponder




                                5   ©Copyright by AB. PRASAAD
1. Introduction to Etiquette

Etiquette is variously defined as
•Politeness
•Consideration
•Thoughtfulness
•Good manners & behaviour




It is treating others as you would like to be treated
with consideration, thoughtfulness & courtesy.
It is being polite and caring

Etiquette is an unwritten rule synonymous with manners.
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1. Introduction to Etiquette

“Keep off the grass”
Word etiquette is believed to have its origin from the French
word “Une Euitte” which meant a ticket or a placard given to
the visitors in the court of King Louis the XIV.




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1. Introduction to Etiquette

It contained the exhaustive list of rules of behaviour for every
action and situation encountered in court. These detailed the
clothes one would wear for a function or event, the manner
one should greet another,
The way one should dance etc .




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1. Introduction to Etiquette




     The Purpose - People Should Be Properly
        Turned Out And Properly Behaved


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1. Introduction to Etiquette


      ETIQUETTE IS SO IMPORTANT

    THAT THE FIRST KNOWN BOOK ON

      ETIQUETTE WAS WRITTEN BY

   PTAH-HOTEP (TA-OTE) IN 24OO B.C.



                   Manners maketh man:
            it was true then ;it is true even now


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1. Introduction to Etiquette

• Organizations and companies are known
  by the manner its executives conduct
  themselves.

• Professionalism and poise affects both-
   o Business and
   o Personal relationships

• A positive image of the company is
  portrayed if its executives are-:
   o Polite
   o Thoughtful
   o Courteous

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1. Introduction to Etiquette




INFOSYS’ CHIEF MENTOR MR. NARAYANA MURTHY SAYS THAT HIS
CHALLENGE IS TO ENSURE THAT HIS ASSETS (PEOPLE) RETURN TO
WORK THE NEXT DAY WITH A SMILE ON THEIR FACE AND RARING TO
GO. COURTESY AND CONSIDERATION GO A LONG WAY IN ENSURING
THAT HAPPENS.



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1. Introduction to Etiquette

Etiquette is like clothes on a person

•Etiquette is the business of being
Polite, professional and not Offending
others with your lack of manners,
your body language or your lack of
personal hygiene.

•Being sensitive to other’s reaction
and needs and preempting them,
listening and speaking at appropriate
times.




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1. Introduction to Etiquette

There Are Two Kinds Of Etiquette

A. Social Etiquette
   Based on chivalry-on the concept that the lady, the aged and the
   weak have to be protected.

B. Business Etiquette
   Has military origins. It is based on power and hierarchy.




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HOW DOES ETIQUETTE HELP?

                                          Leaves favourable impression
                                          Helps win and maintain good
                                           friends and associates
                                          Creates opportunities for
                                           advancement
                                          Helps win business
                                          Makes one feel good


Etiquette is a style that never goes out of fashion or gets outdated.

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1. Introduction to Etiquette

   2. Good Social Etiquette

   3. Good Business Etiquette

   4. Professional Attitude

   5. Points to ponder


Etiquette is a style that never goes out of fashion or gets outdated.

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2. Good Social Etiquette

HYGIENE

   Cleanliness
      Personal hygiene
      Personal space hygiene
   Tidiness
      Personal tidiness
      Personal space tidiness




Personal cleanliness and tidiness are the starting points for good
etiquette.
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2. Good Social Etiquette
                                      No hard and fast rules – dressing
ATTIRE                                 varies with occupation, location and
                                       preference
                                      Dress for comfort and conformity
                                      Choice of accessories
                                      Avoid revealing dresses and
                                       garishness (colours and styles)
                                      Be well groomed – hairs, nails,
                                       shoes, socks, body odor
                                      Natural make up
                                      Minimize jewelry, ear rings, body
                                       piercing
                                      Be well organized – bags, wallets,
                                       cell phones
55% of communication is based on what people see, 38% is based on
tone of voice.
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2. Good Social Etiquette

POSTURE
   Stand upright (exudes confidence)
   Stand relaxed (feet slightly apart)
   Avoid hands folded on chest (indicates
    arrogance or submissiveness)
   Sit straight and gracefully
   Walk with easy gait with arms slightly
    swinging to the side. Match pace with
    others
   Limit body movement to minimum
    while conversing
   Maintain eye contact and do not stare
   Smile (Men smile when pleased,
    women smile to please?)
Posture reflects level of confidence and interest.
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2

BODY LANGUAGE




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2. Good Social Etiquette

BODY LANGUAGE                         Eye contact
                                             Interest but not aggressive
                                      Facial expression
                                             Smile, mouth movements
                                      Head position
                                             Straight vs. tilt to one side
                                      Arms position
                                             Crossed, at back, by the sides
                                      Body angle
                                             Leaning front vs. away
                                        Posture (erect vs. slouch)
                                        Hands
                                        Legs
                                        Distance (too close vs. near)

Words account for only 7% of the messages you convey.
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2. Good Social Etiquette

GESTURES      contd..




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2. Good Social Etiquette - Behaviour

 Opening doors
    Preference for guests, clients, seniors, women
 Close doors lightly
 Give compliments with generosity and magnanimity
 Taking compliments
    Smile and thank
    Do not brag
 Party
    Perfectly fine to refuse alcoholic drinks
    Do not be defensive, refuse politely, suggest options (soft
     drink)

Behaviour should be sincerely courteous and not artificial and laboured.

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2. Good Social Etiquette - Interactions



                                         Introduce yourself
                                         Greet people by name
                                         Do not interrupt conversations
                                         Respect privacy
                                         Converse quietly
                                         Humour is good, humiliation is
                                          not



Interact to engage, relate and learn, and not to show your status, power
or prowess.
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2. Good Social Etiquette - Conversing
  Icebreaking
     o Weather talk
     o Popular sports
     o Party setting
  Avoid
     o   Value judgments
     o   Being opinionated
     o   Jargon
     o   Comments on religion, politics, physical aspects
     o   Intellectual arrogance
  Use frequently ‘Please’, ‘Thank You’, ‘Sorry’
  Choose words carefully. Listen
  Be concise

Conversations should be founded on dignity and respect. KISS in
conversations – Keep It Short and Simple.
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2. Good Social Etiquette - Telephone Conversations

                             Pick up within three rings
                             Be sure that the caller is right
                             Identify yourself
                             Introduce yourself
                             Speak clearly
                             Take messages
                             Do not dominate phone use
                             Avoid use of word ‘transfer’ when connecting
                              to others
                             Voice mails
                                o Greet, identify yourself, your number, state
                                  purpose, leave concise message, wish and
                                  close
                             End courteously
Telephone manners are a reflection of your personality.
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2. Good Social Etiquette - Cell Phone Conversations
  No fancy ring tones – “ooh, baby baby”
  Know when to
     o Turn it off
     o Set on vibrate mode
     o Set on silent mode
  Do not converse
     o During meetings
     o During movies
     o While driving
  Seek permission at beginning of
   important meetings
  Speak
     o Lower than normal voice
     o Without distracting
Cell phones and cell conversations are a give away of your nature and
attitude.
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2. Good Social Etiquette - Lunches & Dinners

                                 Avoid extravagance
                                 Pick a quality restaurant
                                 Book a table in a quiet corner
                                 Do not be late
                                 Stand up when guests arrive
                                 Turn mobile phone to silent mode
                                 Do not blow your nose
                                 Order with care
                                      Consider guest preferences
                                      No pricey items if you are not paying
                               Pick the bill if you are the host


Business lunches and dinners reinforce the process of engagement.

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2. Good Social Etiquette – Table Manners

   Only food, cutlery and crockery on the table
   Only essential business papers on the table,
    if required
   Handbags and brief cases on the floor by
    your side
   No elbows on the table
   No speaking with food in mouth
   No slurping
   Soup drinking
   Use of cutlery – outside to inside, position
    during and after
   No burping
   No adverse comments on food
Table manners reflect the nature of upbringing.

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2. Good Social Etiquette – Gifting


                                    Choice of gift to be appropriate for the
                                     occasion
                                    Do not give very expensive gifts and
                                     embarrass receiver
                                    Respect company gift policy
                                    Consider social context
                                              Unsafe gifts – sharp objects
                                              Safe gifts – chocolates, flowers in a
                                               vase/bouquet, hampers
                                    Exercise discretion in location and
                                     manner of gifting


Business gifting is a recognition of a relationship. Social gifting is a
gesture of friendship and warmth.
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2. Good Social Etiquette – Greeting


   Choose card with care
   Write and sign personally
   Preferably handwritten
    address
   Be sensitive to religious
    and cultural traditions
   Generic ‘Seasons
    Greetings’ or ‘Happy
    Holidays’ are safe bets


Greetings, through cards or otherwise, reflect thoughtfulness.

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1. Introduction to Etiquette

2. Good Social Etiquette

3. Good Business Etiquette

4. Professional Attitude

5. Points to ponder




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3. Good Business Etiquette

Business Etiquette is the manner one should behave
In a business environment and how one should interact
With people-be they Colleagues, Business Aquiantances
or Customers. It is ensuring that behaviour is appropriate
for the situation the manner in which-:

• You Dress
• You Greet People
• You Introduce People
• You Address People
• You Behave With People
• You Talk
• You Look
• You Entertain and Be Entertained
• You Handle Other Business Imperatives.

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3. Good Business Etiquette

CREATING A POSITIVE FIRST IMPRESSION
• First impression is an impression created in the
  minds of people when they come in contact with:
   – An individual for the first time
   – An organization for the first time
• First impression plays a very vital role in
  customer service
• Best way to ensure that you make a
  great first impression is to:
   –   Work hard
   –   Recognize weaknesses
   –   Play to strengths
   –   Make use of basic etiquette
   –   Make use of common sense


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3. Good Business Etiquette
CREATING A POSITIVE FIRST IMPRESSION
(CONTD.)
• Guidelines for making a positive first impression are:
  – Dress well for the occasion
  – Greet and introduce
  – Introduce yourself effectively
  – Offer a firm handshake
  – Call by name
  – Listen attentively
  – Understand the other person’s point of view
  – Use effective speaking style
  – Use humour

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3. Good Business Etiquette

         PERCEPTION VS. REALITY
• Perceptions depends on:
  – Reality
  – How you react to a situation?

• Different people have different perceptions about
  the same situation




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3. Good Business Etiquette
Activity: A Long Perception




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3. Good Business Etiquette

              THE FIRST IMPRESSION

VISUAL – HOW YOU LOOK ----------- 55%
VOCAL – HOW YOU SOUND ---------- 38%
VERBAL – WHAT YOU SAY ----------- 07%




The first impression is made on non-verbal
Perceptions of behaviour and appearance.
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3. Good Business Etiquette

        Apart from those that know you
As a person-your family, friends and colleagues
                - You are only an


          IMAGE
    You can control your image and the way you are
    Perceived to be. You can therefore, if you want,
    Be perceived as a charming person who is polite,
       Intelligent, professional and well mannered.
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3. Good Business Etiquette

                   GROOMING
• Good grooming is all about how you look and
  present yourself. A clean,neat appearance inspires
  confidence.

• M.F.Hussain wanders the world
  barefoot and is an example of
  a genius being given his due;
  others need to conform until they
  reach that eminence.


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3. Good Business Etiquette
             BUSINESS WARDROBE
First impression matters. You are judged very often even before
you speak. Conclusions on your ability, your competence and
your dependability is often based on your clothes.
If you would like to give impression that
You are-:
•Professional
•Competent
•Sensible
•Open
•Approachable
                        YOUR DRESS SHOULD BE
1.Immaculate
2.Well pressed
3.Spotless
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3. Good Business Etiquette

             GENERAL DRESS SENSE
• The dress you wear should be in sync with the
  place
• In case of doubt dress conservatively
• You should be comfortable in what you wear
• Clothes should be appropriate not only to city
  but also to its climate
• Clothes, tie, shoes and colour should be
  of current fashion
• White shirts are more formal than coloured
  shirts
• Pale coloured shirts are more formal
  than bold or bright colours
• Solid colours are more formal than patterned
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3. Good Business Etiquette

             ATTIRE POLICY FOR MEN
 • Trousers should be formal
 • Preferably in shades of black, gray,
   navy blue, beige or brown
 • Should be worn just below naval
 • Should be well-cut and should fit well
   at both the waist and the hips
 • They should not be too tight or too
   loose
 • Use anti crease material



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ATTIRE FOR MEN




consists of:
     A two- or three- buttoned suit
     Collared shirt
     Tie
     Belt, shoes and socks
     Appropriate accessories




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3. Good Business Etiquette

 • Ensure that the shirt matches with the
   trousers
 • Select cotton or cotton blend shirts
 • Use anti crease material
 • It should be perfectly ironed
 • Ensure that it fits comfortably around neck
   always wear a long sleeved shirt
 • Shirt sleeves should ideally extend a
   couple of centimeters beyond jacket
   sleeves
 • It should not have any grimy cuffs and
   collar


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3. Good Business Etiquette

 • One side pocket Preferred
 • Preferred colors are white, off white, pale
   blue etc.
 • Do not fold the cuff
 • Not much shine
 • No fancy additions like stickers, embroidery
 • Ensure that the tie matches with trousers
   and shirt
 • The knotted tie should end at the belt
   buckle
 • Choose a traditional silk tie.
 • No loud colors or patterns
 • The knot should be a perfect triangle

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3. Good Business Etiquette

 •   Black or brown leather shoes
 •   Must be polished well
 •   Shoes with laces are preferred
 •   Belt with a sleek buckle
 •   Leather belt
 •   Leather strapped watch
 •   If it is metal strapped ensure it fits the
     wrist well
 •   Socks should match with the trousers
 •   They should be long enough
 •   Do not wear white socks
 •   Wear clean socks to avoid odor

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3. Good Business Etiquette

 • Pen with metal body
 • Silver, gold and black colors are preferred
 • One good pen is adequate
 • Dark colored leather Wallet
 • Dark colored leather bag( not too big)
 • Jacket color should complement trousers
 • Jacket should fit well
 • Should not pull or wrinkle at the collar, neck,
   shoulder, lapels or sleeves
 • The sleeves should extend two and half
   centimeters past wrist bone



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3. Good Business Etiquette

 • Business suit while meeting clients
 • The trouser should fall (length) just at the
   heel of shoes
 • Avoid putting too many things in the
   pockets
 • Arm holes of the jackets should be deep
   enough to accommodate cuff links of shirt
 • The heels of the shoes should be less
   than four and half centimeters high
 • Avoid ornaments




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3. Good Business Etiquette

                ATTIRE FOR WOMEN
 • A formal skirt or trouser with a jacket
 • A business suit
 • Choose small prints or self colors
 • Avoid plunging necklines, sleeveless and
   tight fitting clothes
 • Avoid bright colors
 • Decent soothing pastels like white, light
   pink, light yellow, sky blue are preferred
 • The skirt should be at least knee length



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3. Good Business Etiquette

 • Wear full sleeved tops with collars or close
   necks
 • Avoid sleeve less tops or those with
   sequins
 • Color of the blouse should complement
   color of the skirt/trouser and Jacket
 • Check the fit of the jacket when it is
   buttoned
 • It should not be tight around back or chest
 • The jacket sleeves should be two and half
   centimeters past wrist bone when arms
   are at sides


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3. Good Business Etiquette

 • Pump shoes work well for western attire
 • Wear moderate heels and avoid heels over three inches high
 • Use comfortable foot wear rather than trendy
 • Avoid wearing sport shoes
 • Foot wear in neutral colors such as black, beige, blue, gray,
   and tan are preferred
 • Avoid red, gold, silver and white




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3. Good Business Etiquette

 • Leather bag be same color as shoes
 • Not too big
 • Light and simple
 • Ear rings or studs should be small
 • Wear either a bracelet or bangle
 • Rings not more than two
 • May wear a thin chain with small
   locket
 • An elegant watch




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3. Good Business Etiquette

                 HAIR AND MAKEUP
 • If hair is beyond shoulder length it should be neatly tied
   back
 • If it is short it should be well groomed and look neat
 • Make up should be light and minimal
 • Choose subtle makeup colors that
   flatter your skin tone.




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NO-NOS




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Negative Behaviour:
 Showing boredom
 Physically tired
 Showing irritation
 Preferring being alone
 Avoiding others




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3. Good Business Etiquette

                  BODY LANGUAGE

 When you say, “ it is a pleasure to meet you ” the listener
 must feel that you believe it to be a pleasure and that you
 are not stating it for the sake of saying so. Your voice
 should reflect pleasure and your body language must be
 enthusiastic, warm and effusive.




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‘Pleasure to meet you’




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3. Good Business Etiquette

BUSINESS INTRODUCTIONS

 •Self introduction -usually 30 -40

 •Introducing people to one another




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3. Good Business Etiquette

 SOCIAL INTRODUCTIONS
 • Introduce the younger to the older

 • Introduce a man to the lady

   While introducing state the name
   Clearly and slowly. Always use full
   Name of the person, use titles if any.
   If you could not get a persons name
   Correctly, ask politely , “i am sorry
   But i did not get your name.”



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3. Good Business Etiquette

                   Business Etiquette


                                 Customer-centric world
                                 Globalization necessitates
                                  understanding cultural nuances
                                 Business deals finalized over
                                  informal settings




 Business etiquette has military origins (hierarchy and power) while
 social etiquette is based on chivalry.
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3. Good Business Etiquette

 CUSTOMER ETIQUETTE



    CUSTOMERS ARE
      THE REASON
   FOR THE EXISTENCE
           OF
        BUSINESS
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3. Good Business Etiquette


•   Let your customers feel good
•   Pleasant ambience
•   Groomed staff
•   Welcome and smile
•   Don’t make him wait
•   Listen attentively
•   Ask appropriate questions
•   Offer workable logical solution

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3. Good Business Etiquette


• Offer services with more than
  perceived value
• Use appropriate language
• Always thank your customers for the
  business they have given
• When a client calls on you ensure
  that you are free at the appointed
  hour
• Get up from your desk and greet
  your clients
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3. Good Business Etiquette

            COLLEAGUES

•   Honour your lady colleagues
•   Never back-stab a colleague
•   Praise in public/criticise in private
•   Know the work style of seniors
•   Be fair to your subordinates




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3. Good Business Etiquette
           TELEPHONE ETIQUETTE




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3. Good Business Etiquette

                  INCOMING CALLS
• Answer a phone call by the second / third ring
• Always identify yourself
• If you have received a call at your office
  It is customary to say, “good morning/good afternoon,
  state bank, i am so and so. How may i help you?”
• While listening do not listen with utter silence, use actives
• placing a person on hold- when you
  Return thank him for holding




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3. Good Business Etiquette

                    INCOMING CALLS
 • Have pen and paper with you to take down
   messages or make note
 • Minimize background noise
 • Use caller’s name as often possible,
    It helps in personalizing the call
 • While ending the call, thank the caller for calling
 • While receiving the call if it is from someone who
   is higher in rank
   it is customary to wait for the caller
   to end the call
 • Always speak with a smile; yes, it gets there
 • Never be rude to the caller, no matter how nasty
   he/she is


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3. Good Business Etiquette

                   OUTGOING CALLS
 • Introduce yourself and your organization
 • If necessary write the points you wish to speak about
 • Call during business hours, be clear and precise
 • If the person you wish to speak is not available leave
   your message and your phone number
 • If you are making a call on a person’s direct line it is
   Desirable to call yourself rather asking your assistant
   To make the call ( it is rude to display that your time
   Is more important than the person whom you have
   called)
 • Unless it is very important, you should not call a person
   Before 9 a.m. And after 10 p.m.

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3

    MEETINGS




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3. Good Business Etiquette

                       MEETINGS
     You should be fully aware with the agenda
     you should be throughly prepared with your topic
     You should be on time
     Be precise and to the point
     If you are using jargons and abbreviations, explain them
     Sit on the assigned seat
     Think of your body language
     Do not interrupt
     Always have a pen and a writing pad / diary
     If you are not expecting a very urgent call please
      Keep your mobile switched off or in silent mode

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3. Good Business Etiquette

         ENTERTAINING-PLAYING HOST
You should arrive before your guest to greet them

You should not invite someone you don’t want to invite

You should plan the event well

Ensure that there is enough food and drink




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3. Good Business Etiquette
ENTERTAINING - PLAYINGUEST

 Respond to an invitation
 By accepting / rejecting
 While turning down an invitation first thank for invitation and then
  politely state the reason why it would be difficult for you to attend
 Arrive on time ; it is advisable to inform over phone if you starting on
  time or you are likely to be delayed
 Mingle with other guests, circulate and introduce
 Thank the host for their invitation while leaving
 If you can not stay all along the party, on your arrival, inform the host of
  your other engagements and leave at your schedule time after thanking
  them
 Normally one should start dispersing 15-20 minutes after finishing
  desert
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3. Good Business Etiquette

        ENTERTAINING AT RESTAURANTS
The most important guest is usually seated at the
Host’s right and the second-most to his left

•Ask the preference of your guests and allow
them to select from the menu
•The first course is usually appetizers
•If the number of guests is more it is advisable to ask the maitre d’ to go
from one guest to another asking their pleasure
•Till main course is served, business talk should not begin. Before you
begin business talk, talk on sports, city, weather or general matters
• be decent to the waiters and manager



                                     76                    ©Copyright by AB. PRASAAD
3. Good Business Etiquette

          DO NOT’S AT A BUSINESS MEAL
•   Do not gossip about your organisation or colleagues
•   Do not crack off coloured jokes
•   Do not interrupt while somebody is speaking
•   Do not finish another’s sentence
•   Do not be too personal
•   Do not flirt with opposite sex
•   Do not place business papers on table
•   Do not chew with your mouth open
•   You should not belch
•   Do not put your elbows on the table
•   Do not yawn or close your eyes
•   Do not sneeze or cough without covering your mouth
•   Do not speak with food in your mouth
                               77                        77
                                                 ©Copyright by AB. PRASAAD
3. Good Business Etiquette
     WHAT YOU SHOULD DO
          AS A HOST
 •   Invite your guest at least three days in advance
 •   Confirm the invitation on the day of meeting
 •   Fix the place of meeting and time
 •   Reach before your guest arrives
 •   Stand when your guest arrives
 •   Discuss business during main course
 •   Ensure that the atmosphere is comfortable
 •   Get to know your guest
 •   Ask questions
 •   Encourage conversation
 •   At the end of meeting repeat the conclusions
 •   At the end of meal
     place the napkin on the table and get up
                                    78                          78
                                                        ©Copyright by AB. PRASAAD
3. Good Business Etiquette

THE 10 MOST CONMMON DINING MISTAKES

  1. Handling Cutlery
  2. Napkins
  3. Chewing
  4. Appearance
  5. Breaking Bread
  6. Speed Of Eating
  7. Toothpicking
  8. Lipstick
  9. Smoking
  10. Purses And Briefcases
                        79            79
                              ©Copyright by AB. PRASAAD
3. Good Business Etiquette
                  LIST OF NO-NOS




• Do not put salt before tasting the food
• Do not cut more food than you need
• If a person on a table takes a pill do not be inquisitive
• Do not drop pieces of biscuits in your coffee or tea
• After you have finished your meal do not
  push your plate away or your chair back
• Never tilt your chair
• Pass food to the right
                             80               ©Copyright by AB. PRASAAD
3. Good Business Etiquette

                 LIST OF NO-NOS



 • Do not enquire where they are going when people
   leave the table
 • When you cough or belch, cover your mouth and say
   “ excuse-me”
 • Do not blow on liquid that is too hot
 • Once you have picked up a piece of cutlery, it should
   not touch the table again
 • Do not use toothpicks at the table

                            81                ©Copyright by AB. PRASAAD
3. Good Business Etiquette

       WASH BASIN MANNERS

1. While using a soap cake, wash it under running
   water before returning it to the soap tray
2. If the tap has been touched with soapy hands, it is
   desirable to clean it before you leave
3. Do not blow your nose in the basin
4. If chewed food grains are splattered in the basin while
   rinsing your mouth, it is customary to run sufficient
   water so that a clean basin is available to the next user



                               82                         82
                                                  ©Copyright by AB. PRASAAD
3. Good Business Etiquette

                        INTRODUCTIONS
  Business setting vs. social setting
     o   Juniors to seniors, Women to men
     o   Eye contact
     o   Chivalry
  Handshake
     o   Web to web, medium grip, brief,
         eye contact
     o   Sandwich handshake
     o   Cultural sensitivities
  Business card
  Introducing yourself
     o   Name, responsibility, brevity

 Introductions should be natural, easy and concise.
                                         83               83
                                                  ©Copyright by AB. PRASAAD
3. Good Business Etiquette
 BUSINESS CARD
                                      Ensure your card has
                                         o   Name
                                         o   Title
                                         o   Responsibility
                                         o   Contact details
                                        Use standard size card
                                        Present face up
                                        Study card received
                                        Do not use
                                         o   Flashy cards
                                         o   CV cards

 Purpose of business card is to introduce and an invitation to
 establish and retain communication.
                                84                          ©Copyright by AB. PRASAAD
3. Good Business Etiquette

 INTERVIEWS
  Apologize to candidate for delays
  Introduce interview team members
  Let candidate be comfortable with some
   simple questions
  Get candidate speak about himself/herself
  Be dressed properly
  Allow sufficient time for the interview
  Test competency and attitude
  Know your organization
  Do not get provoked
  Mentally picture the candidate in the job

 How an interview is conducted is a comment on the organization.
                                   85            ©Copyright by AB. PRASAAD
3. Good Business Etiquette
 LETTERS                        Appropriate stationery
                                Formal vs. semi-formal vs. personal
                                Typed vs. handwritten
                                Spell recipient’s name correctly
                                Mark confidentiality, if it is so
                                Consistent and clear style
                                Avoid long and compound sentences
                                Be courteous
                                Check grammar and spelling
                                Sign personally
                                Special occasion letters (birth,
                                 weddings, death)
 Letters mirror the organization and the person.
                                 86                 ©Copyright by AB. PRASAAD
3. Good Business Etiquette
 EMAILS
  Answer promptly
  Address recipient
  Use proper spelling, grammar and
   punctuation
  Use proper structure and layout
  Be concise and to the point
  Do not answer unnecessary files
  Do not overuse ‘High Priority’ and ‘Reply to All’
  Use cc: field sparingly
  Do not write in CAPITALS
  Do not use email to discuss confidential
   information
  Read email carefully before you send
 Emails have to be clear, concise and productive.
                                      87               ©Copyright by AB. PRASAAD
3. Good Business Etiquette

 PRESENTATIONS                         Have a theme
                                       Structure
                                       Use aesthetic template
                                       Do not clutter slides
                                       Do not put prose in slides
                                       Use consistent type face and size
                                       Use readable colours
                                       Use pictures/graphics for relief
                                       Face audience
                                       Have eye contact
                                       Do not read from slide
                                       Summarise or give take home
                                        messages
 A well structured insightful presentation delivered well makes a
 lasting impression.
                               88                        ©Copyright by AB. PRASAAD
3. Good Business Etiquette

 ON THE JOB
  Be punctual
  Keep your voice down
  Listen, do not dispute
  Stay away from gossip
  Do not use office phone as a PCO
  Respect personal space
  Do not peep into others computers or
   papers
  Leave a word about your whereabouts
  Place only essential things on the table
  OK to tell your boss that you will not do
   his private jobs

 See yourself in setting healthy examples for others.
                                      89           ©Copyright by AB. PRASAAD
3. Good Business Etiquette

 DEALING WITH SUBORDINATES
                                      Have clearly defined expectations
                                      Be demanding on work
                                      Be humanitarian
                                      Show empathy and not sympathy
                                      Provide latitude to perform
                                      Tolerate imperfection
                                      Address rough edges and
                                       weaknesses
                                      Provide exposure and ‘limelight’
                                      Acknowledge good work
                                      Convey disapproval for poor work

 Trust is at the very core of a good relationship with subordinates.
                                90                       ©Copyright by AB. PRASAAD
3. Good Business Etiquette
 DEALING WITH WOMEN EMPLOYEES
  Respect
    o   Gender
    o   Competency & Capability
  Do not comment on
    o   Physical attributes
    o   Dress
  Greet
    o   Shaking hands?
    o   Saying ‘Namaste’
  Do not
    o   Ask personal questions
    o   Use inappropriate language
    o   Crack sexist jokes
 Treat women employees with respect for gender, competency
 and capability.
                                     91        ©Copyright by AB. PRASAAD
1. Introduction to Etiquette

2. Good Social Etiquette

3. Good Business Etiquette

4. Professional Attitude

5. Points to ponder




                               92   ©Copyright by AB. PRASAAD
4. Professional Attitude

PROFESSIONAL ATTITUDE-PARAMETERS
  •   Diligence
  •   Attentiveness
  •   Motivation
  •   Perseverance
  •   Time management
  •   Good planning
  •   Ethical
  •   Confident


                           93   ©Copyright by AB. PRASAAD
on to Etiquette

al Etiquette

ness Etiquette

          Professional Attitude

          Points to ponder




                                  94   ©Copyright by AB. PRASAAD
5. Points to Ponder

 LEARNING GOOD ETIQUETTE
  Etiquette is the fine art of
   presenting yourself based on the
   environment
  First impression is the best
   impression
  Focus on appearance, behavior
   and communication
  Career advancement dependence
   on good etiquette
  Observe others to learn good
   etiquette

 Learn from people with good etiquette.
                               95         ©Copyright by AB. PRASAAD
SUMMARY                             Niceties
                                      o   Should never be person
                                          specific
                                      o   Should extend to all settings
                                          and interactions
                                    Etiquette reflects
                                      o   Upbringing
                                      o   Exposure
                                      o   Practice
                                      o   Interest in human beings
                                      o   Genuineness
                                    Etiquette blooms with
                                      o   Modesty

Etiquette is to be aware of others, their needs and wants and to
treat them the way we would like to be treated.
                              96                          ©Copyright by AB. PRASAAD
Thank You


       A B PRASAD

            97      ©Copyright by AB. PRASAAD

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Grooming and business etiquette

  • 1. Grooming and Business Etiquette A PRESENTATION By A B PRASAD 1 ©Copyright by AB. PRASAAD
  • 2. Who is a Doctor? 2 2 ©Copyright by AB. PRASAAD
  • 3. Who will You Hire as Security? 3 3 ©Copyright by AB. PRASAAD
  • 4. Who will Get Hired by a Bank ? 4 4 ©Copyright by AB. PRASAAD
  • 5. Contents 1. Introduction to Etiquette 2. Good Social Etiquette 3. Good Business Etiquette 4. Professional Attitude 5. Points to ponder 5 ©Copyright by AB. PRASAAD
  • 6. 1. Introduction to Etiquette Etiquette is variously defined as •Politeness •Consideration •Thoughtfulness •Good manners & behaviour It is treating others as you would like to be treated with consideration, thoughtfulness & courtesy. It is being polite and caring Etiquette is an unwritten rule synonymous with manners. 6 ©Copyright by AB. PRASAAD
  • 7. 1. Introduction to Etiquette “Keep off the grass” Word etiquette is believed to have its origin from the French word “Une Euitte” which meant a ticket or a placard given to the visitors in the court of King Louis the XIV. 7 ©Copyright by AB. PRASAAD
  • 8. 1. Introduction to Etiquette It contained the exhaustive list of rules of behaviour for every action and situation encountered in court. These detailed the clothes one would wear for a function or event, the manner one should greet another, The way one should dance etc . 8 ©Copyright by AB. PRASAAD
  • 9. 1. Introduction to Etiquette The Purpose - People Should Be Properly Turned Out And Properly Behaved 9 ©Copyright by AB. PRASAAD
  • 10. 1. Introduction to Etiquette ETIQUETTE IS SO IMPORTANT THAT THE FIRST KNOWN BOOK ON ETIQUETTE WAS WRITTEN BY PTAH-HOTEP (TA-OTE) IN 24OO B.C. Manners maketh man: it was true then ;it is true even now 10 ©Copyright by AB. PRASAAD
  • 11. 1. Introduction to Etiquette • Organizations and companies are known by the manner its executives conduct themselves. • Professionalism and poise affects both- o Business and o Personal relationships • A positive image of the company is portrayed if its executives are-: o Polite o Thoughtful o Courteous 11 ©Copyright by AB. PRASAAD
  • 12. 1. Introduction to Etiquette INFOSYS’ CHIEF MENTOR MR. NARAYANA MURTHY SAYS THAT HIS CHALLENGE IS TO ENSURE THAT HIS ASSETS (PEOPLE) RETURN TO WORK THE NEXT DAY WITH A SMILE ON THEIR FACE AND RARING TO GO. COURTESY AND CONSIDERATION GO A LONG WAY IN ENSURING THAT HAPPENS. 12 ©Copyright by AB. PRASAAD
  • 13. 1. Introduction to Etiquette Etiquette is like clothes on a person •Etiquette is the business of being Polite, professional and not Offending others with your lack of manners, your body language or your lack of personal hygiene. •Being sensitive to other’s reaction and needs and preempting them, listening and speaking at appropriate times. 13 ©Copyright by AB. PRASAAD
  • 14. 1. Introduction to Etiquette There Are Two Kinds Of Etiquette A. Social Etiquette Based on chivalry-on the concept that the lady, the aged and the weak have to be protected. B. Business Etiquette Has military origins. It is based on power and hierarchy. 14 ©Copyright by AB. PRASAAD
  • 15. HOW DOES ETIQUETTE HELP?  Leaves favourable impression  Helps win and maintain good friends and associates  Creates opportunities for advancement  Helps win business  Makes one feel good Etiquette is a style that never goes out of fashion or gets outdated. 15 ©Copyright by AB. PRASAAD
  • 16. 1. Introduction to Etiquette 2. Good Social Etiquette 3. Good Business Etiquette 4. Professional Attitude 5. Points to ponder Etiquette is a style that never goes out of fashion or gets outdated. 16 ©Copyright by AB. PRASAAD
  • 17. 2. Good Social Etiquette HYGIENE  Cleanliness  Personal hygiene  Personal space hygiene  Tidiness  Personal tidiness  Personal space tidiness Personal cleanliness and tidiness are the starting points for good etiquette. 17 ©Copyright by AB. PRASAAD
  • 18. 2. Good Social Etiquette  No hard and fast rules – dressing ATTIRE varies with occupation, location and preference  Dress for comfort and conformity  Choice of accessories  Avoid revealing dresses and garishness (colours and styles)  Be well groomed – hairs, nails, shoes, socks, body odor  Natural make up  Minimize jewelry, ear rings, body piercing  Be well organized – bags, wallets, cell phones 55% of communication is based on what people see, 38% is based on tone of voice. 18 ©Copyright by AB. PRASAAD
  • 19. 2. Good Social Etiquette POSTURE  Stand upright (exudes confidence)  Stand relaxed (feet slightly apart)  Avoid hands folded on chest (indicates arrogance or submissiveness)  Sit straight and gracefully  Walk with easy gait with arms slightly swinging to the side. Match pace with others  Limit body movement to minimum while conversing  Maintain eye contact and do not stare  Smile (Men smile when pleased, women smile to please?) Posture reflects level of confidence and interest. 19 ©Copyright by AB. PRASAAD
  • 20. 2 BODY LANGUAGE 20 ©Copyright by AB. PRASAAD
  • 21. 2. Good Social Etiquette BODY LANGUAGE  Eye contact  Interest but not aggressive  Facial expression  Smile, mouth movements  Head position  Straight vs. tilt to one side  Arms position  Crossed, at back, by the sides  Body angle  Leaning front vs. away  Posture (erect vs. slouch)  Hands  Legs  Distance (too close vs. near) Words account for only 7% of the messages you convey. 21 ©Copyright by AB. PRASAAD
  • 22. 2. Good Social Etiquette GESTURES contd.. 22 ©Copyright by AB. PRASAAD
  • 23. 2. Good Social Etiquette - Behaviour  Opening doors  Preference for guests, clients, seniors, women  Close doors lightly  Give compliments with generosity and magnanimity  Taking compliments  Smile and thank  Do not brag  Party  Perfectly fine to refuse alcoholic drinks  Do not be defensive, refuse politely, suggest options (soft drink) Behaviour should be sincerely courteous and not artificial and laboured. 23 ©Copyright by AB. PRASAAD
  • 24. 2. Good Social Etiquette - Interactions  Introduce yourself  Greet people by name  Do not interrupt conversations  Respect privacy  Converse quietly  Humour is good, humiliation is not Interact to engage, relate and learn, and not to show your status, power or prowess. 24 ©Copyright by AB. PRASAAD
  • 25. 2. Good Social Etiquette - Conversing  Icebreaking o Weather talk o Popular sports o Party setting  Avoid o Value judgments o Being opinionated o Jargon o Comments on religion, politics, physical aspects o Intellectual arrogance  Use frequently ‘Please’, ‘Thank You’, ‘Sorry’  Choose words carefully. Listen  Be concise Conversations should be founded on dignity and respect. KISS in conversations – Keep It Short and Simple. 25 ©Copyright by AB. PRASAAD
  • 26. 2. Good Social Etiquette - Telephone Conversations  Pick up within three rings  Be sure that the caller is right  Identify yourself  Introduce yourself  Speak clearly  Take messages  Do not dominate phone use  Avoid use of word ‘transfer’ when connecting to others  Voice mails o Greet, identify yourself, your number, state purpose, leave concise message, wish and close  End courteously Telephone manners are a reflection of your personality. 26 ©Copyright by AB. PRASAAD
  • 27. 2. Good Social Etiquette - Cell Phone Conversations  No fancy ring tones – “ooh, baby baby”  Know when to o Turn it off o Set on vibrate mode o Set on silent mode  Do not converse o During meetings o During movies o While driving  Seek permission at beginning of important meetings  Speak o Lower than normal voice o Without distracting Cell phones and cell conversations are a give away of your nature and attitude. 27 ©Copyright by AB. PRASAAD
  • 28. 2. Good Social Etiquette - Lunches & Dinners  Avoid extravagance  Pick a quality restaurant  Book a table in a quiet corner  Do not be late  Stand up when guests arrive  Turn mobile phone to silent mode  Do not blow your nose  Order with care  Consider guest preferences  No pricey items if you are not paying  Pick the bill if you are the host Business lunches and dinners reinforce the process of engagement. 28 ©Copyright by AB. PRASAAD
  • 29. 2. Good Social Etiquette – Table Manners  Only food, cutlery and crockery on the table  Only essential business papers on the table, if required  Handbags and brief cases on the floor by your side  No elbows on the table  No speaking with food in mouth  No slurping  Soup drinking  Use of cutlery – outside to inside, position during and after  No burping  No adverse comments on food Table manners reflect the nature of upbringing. 29 ©Copyright by AB. PRASAAD
  • 30. 2. Good Social Etiquette – Gifting  Choice of gift to be appropriate for the occasion  Do not give very expensive gifts and embarrass receiver  Respect company gift policy  Consider social context  Unsafe gifts – sharp objects  Safe gifts – chocolates, flowers in a vase/bouquet, hampers  Exercise discretion in location and manner of gifting Business gifting is a recognition of a relationship. Social gifting is a gesture of friendship and warmth. 30 ©Copyright by AB. PRASAAD
  • 31. 2. Good Social Etiquette – Greeting  Choose card with care  Write and sign personally  Preferably handwritten address  Be sensitive to religious and cultural traditions  Generic ‘Seasons Greetings’ or ‘Happy Holidays’ are safe bets Greetings, through cards or otherwise, reflect thoughtfulness. 31 ©Copyright by AB. PRASAAD
  • 32. 1. Introduction to Etiquette 2. Good Social Etiquette 3. Good Business Etiquette 4. Professional Attitude 5. Points to ponder 32 ©Copyright by AB. PRASAAD
  • 33. 3. Good Business Etiquette Business Etiquette is the manner one should behave In a business environment and how one should interact With people-be they Colleagues, Business Aquiantances or Customers. It is ensuring that behaviour is appropriate for the situation the manner in which-: • You Dress • You Greet People • You Introduce People • You Address People • You Behave With People • You Talk • You Look • You Entertain and Be Entertained • You Handle Other Business Imperatives. 33 33 ©Copyright by AB. PRASAAD
  • 34. 3. Good Business Etiquette CREATING A POSITIVE FIRST IMPRESSION • First impression is an impression created in the minds of people when they come in contact with: – An individual for the first time – An organization for the first time • First impression plays a very vital role in customer service • Best way to ensure that you make a great first impression is to: – Work hard – Recognize weaknesses – Play to strengths – Make use of basic etiquette – Make use of common sense 34 ©Copyright by AB. PRASAAD
  • 35. 3. Good Business Etiquette CREATING A POSITIVE FIRST IMPRESSION (CONTD.) • Guidelines for making a positive first impression are: – Dress well for the occasion – Greet and introduce – Introduce yourself effectively – Offer a firm handshake – Call by name – Listen attentively – Understand the other person’s point of view – Use effective speaking style – Use humour 35 ©Copyright by AB. PRASAAD
  • 36. 3. Good Business Etiquette PERCEPTION VS. REALITY • Perceptions depends on: – Reality – How you react to a situation? • Different people have different perceptions about the same situation 36 ©Copyright by AB. PRASAAD
  • 37. 3. Good Business Etiquette Activity: A Long Perception 37 ©Copyright by AB. PRASAAD
  • 38. 3. Good Business Etiquette THE FIRST IMPRESSION VISUAL – HOW YOU LOOK ----------- 55% VOCAL – HOW YOU SOUND ---------- 38% VERBAL – WHAT YOU SAY ----------- 07% The first impression is made on non-verbal Perceptions of behaviour and appearance. 38 ©Copyright by AB. PRASAAD
  • 39. 3. Good Business Etiquette Apart from those that know you As a person-your family, friends and colleagues - You are only an IMAGE You can control your image and the way you are Perceived to be. You can therefore, if you want, Be perceived as a charming person who is polite, Intelligent, professional and well mannered. 39 ©Copyright by AB. PRASAAD
  • 40. 3. Good Business Etiquette GROOMING • Good grooming is all about how you look and present yourself. A clean,neat appearance inspires confidence. • M.F.Hussain wanders the world barefoot and is an example of a genius being given his due; others need to conform until they reach that eminence. 40 ©Copyright by AB. PRASAAD
  • 41. 3. Good Business Etiquette BUSINESS WARDROBE First impression matters. You are judged very often even before you speak. Conclusions on your ability, your competence and your dependability is often based on your clothes. If you would like to give impression that You are-: •Professional •Competent •Sensible •Open •Approachable YOUR DRESS SHOULD BE 1.Immaculate 2.Well pressed 3.Spotless 41 ©Copyright by AB. PRASAAD
  • 42. 3. Good Business Etiquette GENERAL DRESS SENSE • The dress you wear should be in sync with the place • In case of doubt dress conservatively • You should be comfortable in what you wear • Clothes should be appropriate not only to city but also to its climate • Clothes, tie, shoes and colour should be of current fashion • White shirts are more formal than coloured shirts • Pale coloured shirts are more formal than bold or bright colours • Solid colours are more formal than patterned 42 42 ©Copyright by AB. PRASAAD
  • 43. 3. Good Business Etiquette ATTIRE POLICY FOR MEN • Trousers should be formal • Preferably in shades of black, gray, navy blue, beige or brown • Should be worn just below naval • Should be well-cut and should fit well at both the waist and the hips • They should not be too tight or too loose • Use anti crease material 43 ©Copyright by AB. PRASAAD
  • 44. ATTIRE FOR MEN consists of: A two- or three- buttoned suit Collared shirt Tie Belt, shoes and socks Appropriate accessories 44 ©Copyright by AB. PRASAAD
  • 45. 45 ©Copyright by AB. PRASAAD
  • 46. 3. Good Business Etiquette • Ensure that the shirt matches with the trousers • Select cotton or cotton blend shirts • Use anti crease material • It should be perfectly ironed • Ensure that it fits comfortably around neck always wear a long sleeved shirt • Shirt sleeves should ideally extend a couple of centimeters beyond jacket sleeves • It should not have any grimy cuffs and collar 46 ©Copyright by AB. PRASAAD
  • 47. 3. Good Business Etiquette • One side pocket Preferred • Preferred colors are white, off white, pale blue etc. • Do not fold the cuff • Not much shine • No fancy additions like stickers, embroidery • Ensure that the tie matches with trousers and shirt • The knotted tie should end at the belt buckle • Choose a traditional silk tie. • No loud colors or patterns • The knot should be a perfect triangle 47 47 ©Copyright by AB. PRASAAD
  • 48. 3. Good Business Etiquette • Black or brown leather shoes • Must be polished well • Shoes with laces are preferred • Belt with a sleek buckle • Leather belt • Leather strapped watch • If it is metal strapped ensure it fits the wrist well • Socks should match with the trousers • They should be long enough • Do not wear white socks • Wear clean socks to avoid odor 48 48 ©Copyright by AB. PRASAAD
  • 49. 3. Good Business Etiquette • Pen with metal body • Silver, gold and black colors are preferred • One good pen is adequate • Dark colored leather Wallet • Dark colored leather bag( not too big) • Jacket color should complement trousers • Jacket should fit well • Should not pull or wrinkle at the collar, neck, shoulder, lapels or sleeves • The sleeves should extend two and half centimeters past wrist bone 49 49 ©Copyright by AB. PRASAAD
  • 50. 3. Good Business Etiquette • Business suit while meeting clients • The trouser should fall (length) just at the heel of shoes • Avoid putting too many things in the pockets • Arm holes of the jackets should be deep enough to accommodate cuff links of shirt • The heels of the shoes should be less than four and half centimeters high • Avoid ornaments 50 ©Copyright by AB. PRASAAD
  • 51. 3. Good Business Etiquette ATTIRE FOR WOMEN • A formal skirt or trouser with a jacket • A business suit • Choose small prints or self colors • Avoid plunging necklines, sleeveless and tight fitting clothes • Avoid bright colors • Decent soothing pastels like white, light pink, light yellow, sky blue are preferred • The skirt should be at least knee length 51 ©Copyright by AB. PRASAAD
  • 52. 52 ©Copyright by AB. PRASAAD
  • 53. 3. Good Business Etiquette • Wear full sleeved tops with collars or close necks • Avoid sleeve less tops or those with sequins • Color of the blouse should complement color of the skirt/trouser and Jacket • Check the fit of the jacket when it is buttoned • It should not be tight around back or chest • The jacket sleeves should be two and half centimeters past wrist bone when arms are at sides 53 ©Copyright by AB. PRASAAD
  • 54. 3. Good Business Etiquette • Pump shoes work well for western attire • Wear moderate heels and avoid heels over three inches high • Use comfortable foot wear rather than trendy • Avoid wearing sport shoes • Foot wear in neutral colors such as black, beige, blue, gray, and tan are preferred • Avoid red, gold, silver and white 54 ©Copyright by AB. PRASAAD
  • 55. 3. Good Business Etiquette • Leather bag be same color as shoes • Not too big • Light and simple • Ear rings or studs should be small • Wear either a bracelet or bangle • Rings not more than two • May wear a thin chain with small locket • An elegant watch 55 55 ©Copyright by AB. PRASAAD
  • 56. 3. Good Business Etiquette HAIR AND MAKEUP • If hair is beyond shoulder length it should be neatly tied back • If it is short it should be well groomed and look neat • Make up should be light and minimal • Choose subtle makeup colors that flatter your skin tone. 56 56 ©Copyright by AB. PRASAAD
  • 57. NO-NOS 57 ©Copyright by AB. PRASAAD
  • 58. Negative Behaviour: Showing boredom Physically tired Showing irritation Preferring being alone Avoiding others 58 ©Copyright by AB. PRASAAD
  • 59. 3. Good Business Etiquette BODY LANGUAGE When you say, “ it is a pleasure to meet you ” the listener must feel that you believe it to be a pleasure and that you are not stating it for the sake of saying so. Your voice should reflect pleasure and your body language must be enthusiastic, warm and effusive. 59 59 ©Copyright by AB. PRASAAD
  • 60. ‘Pleasure to meet you’ 60 ©Copyright by AB. PRASAAD
  • 61. 3. Good Business Etiquette BUSINESS INTRODUCTIONS •Self introduction -usually 30 -40 •Introducing people to one another 61 ©Copyright by AB. PRASAAD
  • 62. 3. Good Business Etiquette SOCIAL INTRODUCTIONS • Introduce the younger to the older • Introduce a man to the lady While introducing state the name Clearly and slowly. Always use full Name of the person, use titles if any. If you could not get a persons name Correctly, ask politely , “i am sorry But i did not get your name.” 62 ©Copyright by AB. PRASAAD
  • 63. 3. Good Business Etiquette Business Etiquette  Customer-centric world  Globalization necessitates understanding cultural nuances  Business deals finalized over informal settings Business etiquette has military origins (hierarchy and power) while social etiquette is based on chivalry. 63 ©Copyright by AB. PRASAAD
  • 64. 3. Good Business Etiquette CUSTOMER ETIQUETTE CUSTOMERS ARE THE REASON FOR THE EXISTENCE OF BUSINESS 64 ©Copyright by AB. PRASAAD
  • 65. 3. Good Business Etiquette • Let your customers feel good • Pleasant ambience • Groomed staff • Welcome and smile • Don’t make him wait • Listen attentively • Ask appropriate questions • Offer workable logical solution 65 ©Copyright by AB. PRASAAD
  • 66. 3. Good Business Etiquette • Offer services with more than perceived value • Use appropriate language • Always thank your customers for the business they have given • When a client calls on you ensure that you are free at the appointed hour • Get up from your desk and greet your clients 66 ©Copyright by AB. PRASAAD
  • 67. 3. Good Business Etiquette COLLEAGUES • Honour your lady colleagues • Never back-stab a colleague • Praise in public/criticise in private • Know the work style of seniors • Be fair to your subordinates 67 ©Copyright by AB. PRASAAD
  • 68. 3. Good Business Etiquette TELEPHONE ETIQUETTE 68 ©Copyright by AB. PRASAAD
  • 69. 3. Good Business Etiquette INCOMING CALLS • Answer a phone call by the second / third ring • Always identify yourself • If you have received a call at your office It is customary to say, “good morning/good afternoon, state bank, i am so and so. How may i help you?” • While listening do not listen with utter silence, use actives • placing a person on hold- when you Return thank him for holding 69 ©Copyright by AB. PRASAAD
  • 70. 3. Good Business Etiquette INCOMING CALLS • Have pen and paper with you to take down messages or make note • Minimize background noise • Use caller’s name as often possible, It helps in personalizing the call • While ending the call, thank the caller for calling • While receiving the call if it is from someone who is higher in rank it is customary to wait for the caller to end the call • Always speak with a smile; yes, it gets there • Never be rude to the caller, no matter how nasty he/she is 70 70 ©Copyright by AB. PRASAAD
  • 71. 3. Good Business Etiquette OUTGOING CALLS • Introduce yourself and your organization • If necessary write the points you wish to speak about • Call during business hours, be clear and precise • If the person you wish to speak is not available leave your message and your phone number • If you are making a call on a person’s direct line it is Desirable to call yourself rather asking your assistant To make the call ( it is rude to display that your time Is more important than the person whom you have called) • Unless it is very important, you should not call a person Before 9 a.m. And after 10 p.m. 71 ©Copyright by AB. PRASAAD
  • 72. 3 MEETINGS 72 ©Copyright by AB. PRASAAD
  • 73. 3. Good Business Etiquette MEETINGS  You should be fully aware with the agenda  you should be throughly prepared with your topic  You should be on time  Be precise and to the point  If you are using jargons and abbreviations, explain them  Sit on the assigned seat  Think of your body language  Do not interrupt  Always have a pen and a writing pad / diary  If you are not expecting a very urgent call please Keep your mobile switched off or in silent mode 73 73 ©Copyright by AB. PRASAAD
  • 74. 3. Good Business Etiquette ENTERTAINING-PLAYING HOST You should arrive before your guest to greet them You should not invite someone you don’t want to invite You should plan the event well Ensure that there is enough food and drink 74 ©Copyright by AB. PRASAAD
  • 75. 3. Good Business Etiquette ENTERTAINING - PLAYINGUEST  Respond to an invitation  By accepting / rejecting  While turning down an invitation first thank for invitation and then politely state the reason why it would be difficult for you to attend  Arrive on time ; it is advisable to inform over phone if you starting on time or you are likely to be delayed  Mingle with other guests, circulate and introduce  Thank the host for their invitation while leaving  If you can not stay all along the party, on your arrival, inform the host of your other engagements and leave at your schedule time after thanking them  Normally one should start dispersing 15-20 minutes after finishing desert 75 ©Copyright by AB. PRASAAD
  • 76. 3. Good Business Etiquette ENTERTAINING AT RESTAURANTS The most important guest is usually seated at the Host’s right and the second-most to his left •Ask the preference of your guests and allow them to select from the menu •The first course is usually appetizers •If the number of guests is more it is advisable to ask the maitre d’ to go from one guest to another asking their pleasure •Till main course is served, business talk should not begin. Before you begin business talk, talk on sports, city, weather or general matters • be decent to the waiters and manager 76 ©Copyright by AB. PRASAAD
  • 77. 3. Good Business Etiquette DO NOT’S AT A BUSINESS MEAL • Do not gossip about your organisation or colleagues • Do not crack off coloured jokes • Do not interrupt while somebody is speaking • Do not finish another’s sentence • Do not be too personal • Do not flirt with opposite sex • Do not place business papers on table • Do not chew with your mouth open • You should not belch • Do not put your elbows on the table • Do not yawn or close your eyes • Do not sneeze or cough without covering your mouth • Do not speak with food in your mouth 77 77 ©Copyright by AB. PRASAAD
  • 78. 3. Good Business Etiquette WHAT YOU SHOULD DO AS A HOST • Invite your guest at least three days in advance • Confirm the invitation on the day of meeting • Fix the place of meeting and time • Reach before your guest arrives • Stand when your guest arrives • Discuss business during main course • Ensure that the atmosphere is comfortable • Get to know your guest • Ask questions • Encourage conversation • At the end of meeting repeat the conclusions • At the end of meal place the napkin on the table and get up 78 78 ©Copyright by AB. PRASAAD
  • 79. 3. Good Business Etiquette THE 10 MOST CONMMON DINING MISTAKES 1. Handling Cutlery 2. Napkins 3. Chewing 4. Appearance 5. Breaking Bread 6. Speed Of Eating 7. Toothpicking 8. Lipstick 9. Smoking 10. Purses And Briefcases 79 79 ©Copyright by AB. PRASAAD
  • 80. 3. Good Business Etiquette LIST OF NO-NOS • Do not put salt before tasting the food • Do not cut more food than you need • If a person on a table takes a pill do not be inquisitive • Do not drop pieces of biscuits in your coffee or tea • After you have finished your meal do not push your plate away or your chair back • Never tilt your chair • Pass food to the right 80 ©Copyright by AB. PRASAAD
  • 81. 3. Good Business Etiquette LIST OF NO-NOS • Do not enquire where they are going when people leave the table • When you cough or belch, cover your mouth and say “ excuse-me” • Do not blow on liquid that is too hot • Once you have picked up a piece of cutlery, it should not touch the table again • Do not use toothpicks at the table 81 ©Copyright by AB. PRASAAD
  • 82. 3. Good Business Etiquette WASH BASIN MANNERS 1. While using a soap cake, wash it under running water before returning it to the soap tray 2. If the tap has been touched with soapy hands, it is desirable to clean it before you leave 3. Do not blow your nose in the basin 4. If chewed food grains are splattered in the basin while rinsing your mouth, it is customary to run sufficient water so that a clean basin is available to the next user 82 82 ©Copyright by AB. PRASAAD
  • 83. 3. Good Business Etiquette INTRODUCTIONS  Business setting vs. social setting o Juniors to seniors, Women to men o Eye contact o Chivalry  Handshake o Web to web, medium grip, brief, eye contact o Sandwich handshake o Cultural sensitivities  Business card  Introducing yourself o Name, responsibility, brevity Introductions should be natural, easy and concise. 83 83 ©Copyright by AB. PRASAAD
  • 84. 3. Good Business Etiquette BUSINESS CARD  Ensure your card has o Name o Title o Responsibility o Contact details  Use standard size card  Present face up  Study card received  Do not use o Flashy cards o CV cards Purpose of business card is to introduce and an invitation to establish and retain communication. 84 ©Copyright by AB. PRASAAD
  • 85. 3. Good Business Etiquette INTERVIEWS  Apologize to candidate for delays  Introduce interview team members  Let candidate be comfortable with some simple questions  Get candidate speak about himself/herself  Be dressed properly  Allow sufficient time for the interview  Test competency and attitude  Know your organization  Do not get provoked  Mentally picture the candidate in the job How an interview is conducted is a comment on the organization. 85 ©Copyright by AB. PRASAAD
  • 86. 3. Good Business Etiquette LETTERS  Appropriate stationery  Formal vs. semi-formal vs. personal  Typed vs. handwritten  Spell recipient’s name correctly  Mark confidentiality, if it is so  Consistent and clear style  Avoid long and compound sentences  Be courteous  Check grammar and spelling  Sign personally  Special occasion letters (birth, weddings, death) Letters mirror the organization and the person. 86 ©Copyright by AB. PRASAAD
  • 87. 3. Good Business Etiquette EMAILS  Answer promptly  Address recipient  Use proper spelling, grammar and punctuation  Use proper structure and layout  Be concise and to the point  Do not answer unnecessary files  Do not overuse ‘High Priority’ and ‘Reply to All’  Use cc: field sparingly  Do not write in CAPITALS  Do not use email to discuss confidential information  Read email carefully before you send Emails have to be clear, concise and productive. 87 ©Copyright by AB. PRASAAD
  • 88. 3. Good Business Etiquette PRESENTATIONS  Have a theme  Structure  Use aesthetic template  Do not clutter slides  Do not put prose in slides  Use consistent type face and size  Use readable colours  Use pictures/graphics for relief  Face audience  Have eye contact  Do not read from slide  Summarise or give take home messages A well structured insightful presentation delivered well makes a lasting impression. 88 ©Copyright by AB. PRASAAD
  • 89. 3. Good Business Etiquette ON THE JOB  Be punctual  Keep your voice down  Listen, do not dispute  Stay away from gossip  Do not use office phone as a PCO  Respect personal space  Do not peep into others computers or papers  Leave a word about your whereabouts  Place only essential things on the table  OK to tell your boss that you will not do his private jobs See yourself in setting healthy examples for others. 89 ©Copyright by AB. PRASAAD
  • 90. 3. Good Business Etiquette DEALING WITH SUBORDINATES  Have clearly defined expectations  Be demanding on work  Be humanitarian  Show empathy and not sympathy  Provide latitude to perform  Tolerate imperfection  Address rough edges and weaknesses  Provide exposure and ‘limelight’  Acknowledge good work  Convey disapproval for poor work Trust is at the very core of a good relationship with subordinates. 90 ©Copyright by AB. PRASAAD
  • 91. 3. Good Business Etiquette DEALING WITH WOMEN EMPLOYEES  Respect o Gender o Competency & Capability  Do not comment on o Physical attributes o Dress  Greet o Shaking hands? o Saying ‘Namaste’  Do not o Ask personal questions o Use inappropriate language o Crack sexist jokes Treat women employees with respect for gender, competency and capability. 91 ©Copyright by AB. PRASAAD
  • 92. 1. Introduction to Etiquette 2. Good Social Etiquette 3. Good Business Etiquette 4. Professional Attitude 5. Points to ponder 92 ©Copyright by AB. PRASAAD
  • 93. 4. Professional Attitude PROFESSIONAL ATTITUDE-PARAMETERS • Diligence • Attentiveness • Motivation • Perseverance • Time management • Good planning • Ethical • Confident 93 ©Copyright by AB. PRASAAD
  • 94. on to Etiquette al Etiquette ness Etiquette Professional Attitude Points to ponder 94 ©Copyright by AB. PRASAAD
  • 95. 5. Points to Ponder LEARNING GOOD ETIQUETTE  Etiquette is the fine art of presenting yourself based on the environment  First impression is the best impression  Focus on appearance, behavior and communication  Career advancement dependence on good etiquette  Observe others to learn good etiquette Learn from people with good etiquette. 95 ©Copyright by AB. PRASAAD
  • 96. SUMMARY  Niceties o Should never be person specific o Should extend to all settings and interactions  Etiquette reflects o Upbringing o Exposure o Practice o Interest in human beings o Genuineness  Etiquette blooms with o Modesty Etiquette is to be aware of others, their needs and wants and to treat them the way we would like to be treated. 96 ©Copyright by AB. PRASAAD
  • 97. Thank You A B PRASAD 97 ©Copyright by AB. PRASAAD

Hinweis der Redaktion

  1. Ask the participants what they understand by the term first impression. Collate the answers and tell them that the first impression is the evaluation or impression one makes about you and your organisation at the first glance. Discuss the importance of first impression in customer service.
  2. Discuss the fundamentals of first impression. Talk about moment of truth as Jan Carlzon defines it. Share an anecdote: Jan Carlzon A classic customer care story from the 1980s was the turnaround of the Scandenavian Airline (SAS). Following a disastrous year when SAS made a loss of $8 million, the company promoted a young marketing executive, Jan Carlzon, to the position of president. Just 18 months later, the airlines achieved a gross profit of $71 million. While competitors had concentrated on cutting costs in an effort to reduce their losses, Carlzon had focused on customer care. He started by identifying the airline’s most important customers and business flyers. He then asked them what would make them want to fly with SAS, rather than a competitor. The answer was loud and clear. They wanted punctual flights. Carlzon put a monitor on his desk, showing the take-off and landing of every SAS flight, around the world. He personally phoned pilots to find out the reasons for delays. Suddenly, SAS flights became extremely punctual and new customers started queuing up. He speaks about the necessity of mentally turning the organisation upside down to become a customer-driven service company. He said “We used to fly airplanes - now we fly people and it was not what kind of seats the customers got on the plane or the food that was served; it was the very important aspect of the customers travel needs.” Each time the customer would travel earlier, his moment of truth was “I will get late again”, however, now after this effort made by Jan Carlzon, the moment of truth would translate into “I will reach my destination on time.” Customers wanted to reach their destination on time. With SAS, every flight started on time. Jan Carlzon made this moment of truth extremely delightful and pleasant and this is the truth for the success of many a business. Discuss the guidelines for making a strong first impression.
  3. Discuss the difference between perception and reality. Tell the participants when they look at something without studying it or going into the depth of the matter may cause one to form a perception about it, which may be far from reality. Therefore, how they view something or someone depends on how they perceive the thing or the person.
  4. Conduct the activity: A long perception Tell participants to look at the image and write what they perceive from the image.
  5. 1 min You may share : Outer self is what people can see and experience whereas private self relates to the inner hygiene and upkeep which gives confidence and assurance for you to meet people. For .e.g. taking bath everyday vs. skipping bath, repeating unwashed socks the next day Repeating Inner wear without wash Cleaning ears weekly vs. once in a while Washing hair at least twice a week vs. only when necessary Cover the broad components of Attire for men as given on the slide – it is getting covered in details with slides ahead
  6. 1 min Many corporates have a dress code/uniform which all employees have to adhere to ICICI bank for example has a corporate dress code- the video on ICICI uniform code will be shown at the end of this session
  7. 1 min
  8. 1 min Having shared the inputs on positive behaviour show the above slide on negative behaviours and highlight their contributions which appear in the slide- The next slide carries descriptions of these behaviours- so need not elaborate on all points at this slide
  9. 1 min Show the slide Match what they commented with what is there on the slide Thank them for points contributed by them that also appear on the slide-(this encourages them to contribute) The next slide carries descriptions of these behaviours- so need not elaborate on all points at this slide You may share: A study says that 38 per cent of the impression you make comes from the tone, pace and nuances. For example, the acceptable handshake in the business world calls for extending the right hand. Because some cultures are offended by the use of the left hand, using the right hand ensures that you’ll not offend anyone. Indians are bad at shaking hands. They either grab your hand or touch the fingertips, especially if it’s a woman.