Professional Etiquette
Objectives:
At the end of the session, the participants will be:
• Conscious of their body type and better informed about what suits them
• Able to incorporate a more effective wardrobe for different occasions
• Understand Office hierarchy, decorum and protocol and display it to their daily behavior
Wardrobe Wisdom for Men and Women
Most business professionals recognize that the expression,"You don't get a second chance to make a first impression" is true. The simple fact is that in and out of the business world, people are judged on their wardrobe. The clothing you wear can have an adverse effect on your career.
Fashion Advice & Tips
As they say, clothing makes the person. Whilst we all dress grubby now and then, it's best to put on your best when you're vulnerable to prying eyes. There's plenty of fashion tips and advice here to help you dress for success and feel like a million bucks.
In the business arena, especially when clients are present, unprofessional clothes like jeans, shorts, biking pants, leggings and T-shirts should not be worn. Here are a few guidelines that you should follow when dressing for business in Germany.
• The safest way to go is to wear a standard colored (gray, black, dark blue) suit of good quality. However, in the IT business, you will find many managers and sales representatives wearing loud colors and wild accessories. Although they might be trying to express how innovative or dynamic they can be, some customers and business partners may interpret this style as unprofessional
• On the other hand, a dark gray suit should give the impression that you are one of the common, cookie-cutter businessmen that wants to "blend in" to the point of being overlooked. By wearing elegant and well-made clothes, you can separate yourself from the masses and get noticed. Just make sure that the clothes you are wearing correspond with the attention you want to receive and the decisions that you make in a specific situation. Also, be careful not to be overdressed, you could cause suspicion among your colleagues
• In contrast to men, women are entitled not only to much more color in their wardrobes, but also to more possibilities of variation (dresses, suites, slacks)
• In Germany, it is also common to see secretaries or office-assistants wearing clothes that should by all means not be worn by customer or career-oriented women: very short mini-skirts, shirts or sweaters with a low neck-line, and "dramatically" tight clothing. A few other articles that you should avoid: fake gold or silver jewelry, nape leather, spaghetti straps, extremely high-heeled shoes, wildly patterned tights, but also naked legs
• Jewelry, accessories and your own personal hygiene should help accent your wardrobe, not take away from it. The most expensive designer suite cannot help to make a good impression if you have bad breath, body odor, or if the heels of your shoes are so high that you can hardly walk. Stringy hair, dirty fingernails, an unshaven face, or too much make-up can also leave a bad impression
Specific Questions:
1. Should the tip of my tie end at my belt line?
Yes! This gives your figure better proportion. All too often, men wear ties that end right where they want the least attention to be paid: at their bulging bellies!
2. Do I have to wear socks (men)/ hose (women) in the middle of the summer heat?
Yes! It is always more tactful, especially when meeting with customers. The same response answers the question: "Do I have to wear a tie?" However, it is okay to take your jacket off during the summer heat when there is no air conditioning, and you are not meeting with a customer for the first time.
3. Do I have to pay attention to the requested code of dress in written invitations?
Yes! The host is trying to ensure that the guests all come to the event in the same level of dress. This also gives a clue as to the nature of the event.
If you are unsure, be sure to ask the host or the inviting business department's secretary for clarification before the event.
Important Fashion Rules to Live By
• Always match your belt with your shoes
Stay with traditional colors such a black, dark brown or a rich tan. Other colors will be difficult to match, and generally speaking, should be avoided. If you wear sneakers every day that probably means you are wearing jeans in which case I suggest trying a fabric ribbon belt or something equally as casual. No dress belts with jeans and sneakers please. If you wear suspenders, you do not wear a belt, and vice-versa. Also, if you wear suspenders, you either look like a Murk or Larry King, neither of whom are fashion icons
• Matching ties and shirts
Everyone has now seen the solid-colored shirt matched with a tie of the same color, or slightly-off color. This is now somewhat an outdated look. Try mixing things up a little and experiment with colors. Stick with diagonal stripes, modern polka-dots, fresh plaids, or other more tasteful patterns. ‘Fundraiser’ ties with children holding hands never work as well as other novelty ties
• Ties
Ties should be tied in whatever style most strikes your fancy. You should know that there are many different ways to knot your tie, and different knots say different things. I prefer the Windsor or the four-in-hand, but I do suggest that you explore a little just for kicks. As for clip on ties, just say no
• Socks
Socks should match the color of your pants, though preferably not the exact same shade unless, of course, you are wearing black slacks, then its okay. Oh, and leave the white socks for the gym.
• Watches
Watches are the single most important accessory a man can own. I really suggest investing in one good watch that suits your lifestyle and taste, and don’t worry about how it matches. However, if you are going to own different watches, wear the appropriate timepiece for your outfit: black band, black shoes and belt; brown band, brown shoes and belt; silver band for either.
• Eyeglasses
Eyeglasses are one of the few ways you can really express yourself. They don’t have to just serve a function. Do your best to find a pair of glasses that not only compliment the shape of your face, but also express your personality. Try to be original.
Top 6 Dress Shoes for Men
1) Double Take
The Double Take buckled loafer has a beautiful silhouette. The polished buckle gives an otherwise basic loafer new life and pizzazz.
2) On the Double
The On the Double oxford is the brother of the Double Take loafer and has a similar attractive silhouette. This is a great wardrobe basic that can be worn with a suit or khakis.
3) On the Money
The On the Money oxford has sleek details with the unique stitching on the toe. This is a versatile shoe that you could wear casually and with a suit.
4) Stock Splits
The Stock Splits oxford in the camel color makes a great shoe to wear with jeans. It can also be worn with trousers in navy and some shades of brown. I love this shoe.
5) Ex-hibit
The Ex-hibit loafer isn't for everyone - it's definitely a bit more fashion forward. This is another great shoe to wear with jeans. Picture your favorite jeans, a great belt, a t-shirt and a cool fitted blazer.
6) Style-In
The Style-In oxford is another great wardrobe basic without being dull. It has modern styling yet isn't flashy.
A typical shoeshine kit includes:
• A shoeshine and polish brush
• Shine or buffing cloths (aka chamois or chammy)
• A shoehorn
• Standard brown and black polish
• An all-purpose leather cleaner and conditioner
TOP TEN GROOMING GAFFES
You can have a closet full of designer suits, maintain a stable of exotic sports cars and date a Swedish supermodel, but if you're guilty of any of these grooming gaffes… you're just a poser.
(1) Nose Hair
If your beak looks like a party favor when you sneeze, a little trimming is definitely in order. To eliminate pesky hairs, try a nose hair trimmer.
(2) The Uni-Brow
Eyebrows are referred to in the plural because people are supposed to have a set. So, if you are the unlucky owner of a continuous "uni-brow" … it's time to do some division. To remove unwanted hairs, use tweezers to grip hairs at their base and pull in the direction of hair growth. A longer-term solution is a quality waxing kit.
(3) B.O.
When you just can’t blame the dog any longer, try a scented body wash or nice cologne. Also, don’t underestimate the power of a good deodorant.
(4) Bad Breath
If your breath has more kick than Bruce Lee, spend a little more time brushing (specifically your tongue). For additional help, give your mouthwash a solid 30-second gargle.
(5) Missed Shaving Spots
In some cultures, a single dime-sized patch of hair on a man's chin or throat is considered "charming." Unfortunately, in today's America it's considered "disgusting." Make sure this doesn't happen to you by always conducting a post-shave review of your tough-to-shave areas (i.e., right under your nose). Then, eliminate any stragglers.
(6) Gnarled Mitts
A man's hands don't need to look pretty, but they should certainly be presentable. After all, your mitts are the first thing you offer a prospective boss or wife. To keep your hands looking good, get a manicure every now and then and use a hand moisturizer daily.
(7) The Comb-Over
Need we say more?
(8) Mismatched Cologne
A cologne may smell great out of the bottle, but less than pleasant once you put it on your body. That's because everyone's body chemistry is unique and certain fragrances just don't fare well on certain people. Cologne isn't supposed to make you stink… so try it on and give yourself a whiff before you buy.
(9) Yellow Teeth
The term is “pearly whites”-– not “rusty yellows.” Keep your teeth sparkling with the aid of a whitening toothpaste. Professional whitening systems can also do the trick.
(10) Neck Hair
You know that hair that accumulates on your neck in-between haircuts? Well, if there’s enough to braid, you might want to address it. Most barbers offer this service for a reasonable fee.
TOP GROOMING TIPS
Get Rid the Gray Hair
The fastest way to take years off of your look is to get rid of gray hair. It’s less noticeable and more natural to begin coloring your hair when you first begin to go gray. An easy-to-use product formulated specifically for men, such as Just For Men Hair color, can be used at home to cover gray hair with natural looking results.
If your beard and mustache turns gray first, the makers of Just for Men Hair color have a brush-in gel in a no-drip formula that’s perfect for covering facial hair.
Go Short if You’re Balding
Balding is another common problem among men. Opting for a comb-over just dates your look. Get comfortable with your changing look and opt for a modern short haircut.
When men begin to lose the hair on their heads, they may begin to notice unwanted hair in other places, like their nose, ears or back. Be sure to trim or wax unwanted hair for a clean, contemporary look.
Protect and Pamper Your Skin
The best way to prevent wrinkles and skin cancer is to protect your skin from sun damage by using a daily moisturizer with sunscreen.
A good daily skin care routine includes cleansing, followed by a gentle facial exfoliant scrub, which also enhances shaving ease and comfort. Follow with a moisturizer containing sunscreen for day and at night a moisturizer to encourage skin regeneration.
Pay Attention to Hands and Feet
Don’t forget to include your hands and feet in your grooming routine. Well-manicured nails and toes contribute to good hygiene and grooming habits. Make time to clip and file your nails at home.
Foot odor is a common problem among many men, and is relatively easy to treat. Scrub your feet daily and dry them completely. Insert a pair of Odor-Eaters Insoles into your shoes, which will absorb wetness and odor.
Quick Grooming Tips
• If you don't iron your clothes, remove them immediately from the dryer so that wrinkles don't set.
• In hot weather, wear light-colored, cotton clothing and socks. This will absorb less heat and "sweat stains" will be less visible.
• Consider trimming your arm pit hairs in warm weather. Less hair, less bacteria, less smell. Think about it.
• Don't be reluctant to trim or tweeze any stray eyebrow hairs.
• Good dental hygiene means a dazzling smile.
• Open your eyes. If hair is the frame for your face, the eyes are the windows. Use eye drops to whiten the whites of your eyes for a fresher, younger look.
Extend the Life of Your Razor Blades
All you need is a bottle of mineral oil and some rubbing alcohol.
After shaving, thoroughly clean and dry your razor blades and then completely immerse the razor head in a shallow dish filled with mineral oil. Use the rubbing alcohol to wash away the oil next time you need to use the razor.
By immersing the blades in oil, you stop the oxidization process that dulls their sharp edges. A daily mineral oil soak can double or even triple the life of your cartridges.
There are certain expectations for professional dress, manner and language that are necessary for working in any educational environment. It is important for us all to be conscientious in attending to these spoken and unspoken expectations. We will discuss these expectations with you and we will monitor them at your site, giving you specific feedback if you need to be more attentive to any of these areas. We are wecolmed "guests" in the various sites in which we work. It is crucial to your employment future and to us as we continue to work in our community that these expectations are taken seriously.
THE ETIQUETTE OF GOOD BUSINESS
Solid business relationships are nurtured with superior customer service and mastering the art of etiquette and the social graces. Add polish and presence to the substance and outclass the competition.
The Art of Introductions
Body Language in the Business World
Business Etiquette and the Social Graces
Presence, Poise and Positioning
Small Talk for Smart, Savvy People
Executive Communications, Business Letters, Emails and Memos
Corporate Gift Giving
Saying "Thank you" with Style
Electronic Protocol and Courtesies
Cross Cultural Fundamentals
Going Global - Sensibilities and Customs
DINING WITH STYLE AND GRACE
Business relationships are developed and strengthened in social situations. Mastering the art of fine dining adds to the competitive edge in today's social and business climate. The host and the guest each have a responsibility to ensure the overall success of the event.
• The Tools of the Table are the Tools of Business
Seating Arrangements
Dine Like a Diplomat with a Continental Flair
The Art of Entertaining and Being Entertained
Small Talk - Table Talk
Duties and Responsibilities of the Host and the Guest
Posture and Poise at the Table
The ABC's of Eating and Drinking
Wine Selection
Tipping Guidelines
Entertaining at Private Clubs
MODERN MANNERS FROM CYBERSPACE TO CELL PHONES
Fine Tuning Your Telephone Skills
Placing and Answering Calls
Wireless Courtesies
Voice Mail/Call Waiting/Caller ID
Conference Calls
THE POLISH THAT BUILDS PROFITS
Letters and Resumes
Job Interview Skills
Manners in the Office Environment
People Dynamics-Understanding the Personalities
Compliments and Criticism
Working in a Diverse Environment
Respecting Racial and Ethnic Differences
MEETING ETIQUETTE
Business etiquette is essentially about building relationships with colleagues, clients or customers. In the business world, it is these people that can influence your success or failure. Etiquette, and in particular business etiquette, is simply a means of maximising your business potential by presenting yourself favourably.
Business meetings are one arena in which poor etiquette can have negative effects. By improving your business meeting etiquette you automatically improve your chances of success. Comfort, trust, attentiveness and clear communication are examples of the positive results of demonstrating good etiquette.
The article will focus on a few key examples of business meeting etiquette for both formal and informal business meetings. Although these are meant as guides to etiquette in the UK they are very much applicable to other nations too.
Informal Meetings
Informal meetings are generally more relaxed affairs and may not necessarily take place in the office or meeting room. Even so a sense of professionalism and good business etiquette are still required.
There are 7 points to consider with informal meetings:
• Business etiquette demands that the person calling the meeting (henceforth ‘the chair') should be the most senior or the one with the most direct or urgent interest in the topic at hand.
• The chair should decide the time, place and agenda. These details should be confirmed with everyone to make sure all are in agreement and no inconvenience is caused.
• The chair must make the purpose of the meeting clear to the attendees, how long it will last and what is expected of them, i.e. particular information or preparation of documents. Failing to relay the proper information is bad business etiquette as it could cause embarrassment.
• Punctuality is a must. Keeping people waiting is considered the height of poor etiquette as it abuses their time.
• The chair should strive to ensure the meeting stays within a set framework or agenda so that it is kept as short and effective as possible. He/she must keep circular disagreements and the like to a minimum.
• The chair should (pre-)appoint someone to record the proceedings; documenting major decisions or action points. This can later be distributed to the attendees for reference.
• If the results of the meeting have an effect on others who were not present it is considered proper business etiquette to inform them.
Formal Meetings
The business etiquette of formal meetings such as departmental meetings, management meetings, board meetings, negotiations and the like can be puzzling. Such meetings usually have a set format. For example, the chair may always be the same person, minutes, agendas or reports may be pre-distributed or voting may take place.
Here are 10 business etiquette guidelines that are applicable to any formal meeting:
• Prepare well for the meeting as your contribution may be integral to the proceedings. If you are using statistics, reports or any other information make sure it has been handed out at least three days prior to the meeting.
• Dress well and arrive in good time. Your professionalism is linked to both.
• Always remember to switch of a mobile phone.
• If there is an established seating pattern, accept it. If you are unsure, ask.
• Acknowledge any introductions or opening remarks with a brief recognition of the chair and other participants.
• When discussions are under way it is good business etiquette to allow more senior figures to contribute first.
• Never interrupt anyone - even if you disagree strongly. Note what has been said and return to it later with the chair's permission.
• When speaking, be brief and ensure what you say is relevant.
• Always address the chair unless it is clear that others are not doing so.
• It is a serious breach of business etiquette to divulge information to others about a meeting. What has been discussed should be considered as confidential.
Why do you need email etiquette?
A company needs to implement etiquette rules for the following three reasons:
Professionalism: by using proper email language your company will convey a professional image.
Efficiency: emails that get to the point are much more effective than poorly worded emails.
Protection from liability: employee awareness of email risks will protect your company from costly law suits.
What are the etiquette rules?
There are many etiquette guides and many different etiquette rules. Some rules will differ according to the nature of your business and the corporate culture. Below we list what we consider as the 31 most important email etiquette rules that apply to nearly all companies.
32 most important email etiquette tips:
1. Be concise and to the point
2. Answer all questions, and pre-empt further questions
3. Use proper spelling, grammar & punctuation
4. Make it personal
5. Use templates for frequently used responses
6. Answer swiftly
7. Do not attach unnecessary files
8. Use proper structure & layout
9. Do not overuse the high priority option
10. Do not write in CAPITALS
11. Don't leave out the message thread
12. Add disclaimers to your emails
13. Read the email before you send it
14. Do not overuse Reply to All
15. Mailings > use the bcc: field or do a mail merge
16. Take care with abbreviations and emoticons
17. Be careful with formatting
18. Take care with rich text and HTML messages
19. Do not forward chain letters
20. Do not request delivery and read receipts
21. Do not ask to recall a message.
22. Do not copy a message or attachment without permission
23. Do not use email to discuss confidential information
24. Use a meaningful subject
25. Use active instead of passive
26. Avoid using URGENT and IMPORTANT
27. Avoid long sentences
28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
29. Don't forward virus hoaxes and chain letters
30. Keep your language gender neutral
31. Don't reply to spam
32. Use cc: field sparingly
1. Be concise and to the point.
Do not make an e-mail longer than it needs to be. Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read.
2. Answer all questions, and pre-empt further questions.
An email reply must answer all questions, and pre-empt further questions – If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions, which will not only waste your time and your customer’s time but also cause considerable frustration. Moreover, if you are able to pre-empt relevant questions, your customer will be grateful and impressed with your efficient and thoughtful customer service. Imagine for instance that a customer sends you an email asking which credit cards you accept. Instead of just listing the credit card types, you can guess that their next question will be about how they can order, so you also include some order information and a URL to your order page. Customers will definitely appreciate this.
3. Use proper spelling, grammar & punctuation.
This is not only important because improper spelling, grammar and punctuation give a bad impression of your company, it is also important for conveying the message properly. E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text. And, if your program has a spell checking option, why not use it?
4. Make it personal.
Not only should the e-mail be personally addressed, it should also include personal i.e. customized content. For this reason auto replies are usually not very effective. However, templates can be used effectively in this way, see next tip.
5. Use templates for frequently used responses.
Some questions you get over and over again, such as directions to your office or how to subscribe to your newsletter. Save these texts as response templates and paste these into your message when you need them. You can save your templates in a Word document, or use pre-formatted emails.
6. Answer swiftly.
Customers send an e-mail because they wish to receive a quick response. If they did not want a quick response they would send a letter or a fax. Therefore, each e-mail should be replied to within at least 24 hours, and preferably within the same working day. If the email is complicated, just send an email back saying that you have received it and that you will get back to them. This will put the customer's mind at rest and usually customers will then be very patient!
7. Do not attach unnecessary files.
By sending large attachments you can annoy customers and even bring down their e-mail system. Wherever possible try to compress attachments and only send attachments when they are productive. Moreover, you need to have a good virus scanner in place since your customers will not be very happy if you send them documents full of viruses!
8. Use proper structure & layout.
Since reading from a screen is more difficult than reading from paper, the structure and lay out is very important for e-mail messages. Use short paragraphs and blank lines between each paragraph. When making points, number them or mark each point as separate to keep the overview.
9. Do not overuse the high priority option.
We all know the story of the boy who cried wolf. If you overuse the high priority option, it will lose its function when you really need it. Moreover, even if a mail has high priority, your message will come across as slightly aggressive if you flag it as 'high priority'.
10. Do not write in CAPITALS.
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response in the form of a flame mail. Therefore, try not to send any email text in capitals.
11. Don't leave out the message thread.
When you reply to an email, you must include the original mail in your reply, in other words click 'Reply', instead of 'New Mail'. Some people say that you must remove the previous message since this has already been sent and is therefore unnecessary. However, I could not agree less. If you receive many emails you obviously cannot remember each individual email. This means that a 'threadless email' will not provide enough information and you will have to spend a frustratingly long time to find out the context of the email in order to deal with it. Leaving the thread might take a fraction longer in download time, but it will save the recipient much more time and frustration in looking for the related emails in their inbox!
12. Add disclaimers to your emails.
It is important to add disclaimers to your internal and external mails, since this can help protect your company from liability. Consider the following scenario: an employee accidentally forwards a virus to a customer by email. The customer decides to sue your company for damages. If you add a disclaimer at the bottom of every external mail, saying that the recipient must check each email for viruses and that it cannot be held liable for any transmitted viruses, this will surely be of help to you in court. Another example: an employee sues the company for allowing a racist email to circulate the office. If your company has an email policy in place and adds an email disclaimer to every mail that states that employees are expressly required not to make defamatory statements, you have a good case of proving that the company did everything it could to prevent offensive emails.
13. Read the email before you send it.
A lot of people don't bother to read an email before they send it out, as can be seen from the many spelling and grammar mistakes contained in emails. Apart from this, reading your email through the eyes of the recipient will help you send a more effective message and avoid misunderstandings and inappropriate comments.
14. Do not overuse Reply to All.
Only use Reply to All if you really need your message to be seen by each person who received the original message.
15. Mailings > use the Bcc: field or do a mail merge.
When sending an email mailing, some people place all the email addresses in the To: field. There are two drawbacks to this practice: (1) the recipient knows that you have sent the same message to a large number of recipients, and (2) you are publicizing someone else's email address without their permission. One way to get round this is to place all addresses in the Bcc: field. However, the recipient will only see the address from the To: field in their email, so if this was empty, the To: field will be blank and this might look like spamming. You could include the mailing list email address in the To: field, or even better, if you have Microsoft Outlook and Word you can do a mail merge and create one message for each recipient. A mail merge also allows you to use fields in the message so that you can for instance address each recipient personally. For more information on how to do a Word mail merge, consult the Help in Word.
16. Take care with abbreviations and emoticons.
In business emails, try not to use abbreviations such as BTW (by the way) and LOL (laugh out loud). The recipient might not be aware of the meanings of the abbreviations and in business emails these are generally not appropriate. The same goes for emoticons, such as the smiley :-). If you are not sure whether your recipient knows what it means, it is better not to use it.
17. Be careful with formatting.
Remember that when you use formatting in your emails, the sender might not be able to view formatting, or might see different fonts than you had intended. When using colors, use a color that is easy to read on the background.
18. Take care with rich text and HTML messages.
Be aware that when you send an email in rich text or HTML format, the sender might only be able to receive plain text emails. If this is the case, the recipient will receive your message as a .txt attachment. Most email clients however, including Microsoft Outlook, are able to receive HTML and rich text messages.
19. Do not forward chain letters.
Do not forward chain letters. We can safely say that all of them are hoaxes. Just delete the letters as soon as you receive them.
20. Do not request delivery and read receipts.
This will almost always annoy your recipient before he or she has even read your message. Besides, it usually does not work anyway since the recipient could have blocked that function, or his/her software might not support it, so what is the use of using it? If you want to know whether an email was received it is better to ask the recipient to let you know if it was received.
21. Do not ask to recall a message.
Biggest chances are that your message has already been delivered and read. A recall request would look very silly in that case wouldn't it? It is better just to send an email to say that you have made a mistake. This will look much more honest than trying to recall a message.
22. Do not copy a message or attachment without permission.
Do not copy a message or attachment belonging to another user without permission of the originator. If you do not ask permission first, you might be infringing on copyright laws.
23. Do not use email to discuss confidential information.
Sending an email is like sending a postcard. If you don't want your email to be displayed on a bulletin board, don't send it. Moreover, never make any libelous, sexist or racially discriminating comments in emails, even if they are meant to be a joke.
24. Use a meaningful subject.
Try to use a subject that is meaningful to the recipient as well as yourself. For instance, when you send an email to a company requesting information about a product, it is better to mention the actual name of the product, e.g. 'Product A information' than to just say 'product information' or the company's name in the subject.
25. Use active instead of passive.
Try to use the active voice of a verb wherever possible. For instance, 'We will process your order today', sounds better than 'Your order will be processed today'. The first sounds more personal, whereas the latter, especially when used frequently, sounds unnecessarily formal.
26. Avoid using URGENT and IMPORTANT.
Even more so than the high-priority option, you must at all times try to avoid these types of words in an email or subject line. Only use this if it is a really, really urgent or important message.
27. Avoid long sentences.
Try to keep your sentences to a maximum of 15-20 words. Email is meant to be a quick medium and requires a different kind of writing than letters. Also take care not to send emails that are too long. If a person receives an email that looks like a dissertation, chances are that they will not even attempt to read it!
28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.
By sending or even just forwarding one libelous, or offensive remark in an email, you and your company can face court cases resulting in multi-million dollar penalties.
29. Don't forward virus hoaxes and chain letters.
If you receive an email message warning you of a new unstoppable virus that will immediately delete everything from your computer, this is most probably a hoax. By forwarding hoaxes you use valuable bandwidth and sometimes virus hoaxes contain viruses themselves, by attaching a so-called file that will stop the dangerous virus. The same goes for chain letters that promise incredible riches or ask your help for a charitable cause. Even if the content seems to be bona fide, the senders are usually not. Since it is impossible to find out whether a chain letter is real or not, the best place for it is the recycle bin.
30. Keep your language gender neutral.
In this day and age, avoid using sexist language such as: 'The user should add a signature by configuring his email program'. Apart from using he/she, you can also use the neutral gender: ''The user should add a signature by configuring the email program'.
31. Don't reply to spam.
By replying to spam or by unsubscribing, you are confirming that your email address is 'live'. Confirming this will only generate even more spam. Therefore, just hit the delete button or use email software to remove spam automatically.
32. Use cc: field sparingly.
Try not to use the cc: field unless the recipient in the cc: field knows why they are receiving a copy of the message. Using the cc: field can be confusing since the recipients might not know who is supposed to act on the message. Also, when responding to a cc: message, should you include the other recipient in the cc: field as well? This will depend on the situation. In general, do not include the person in the cc: field unless you have a particular reason for wanting this person to see your response. Again, make sure that this person will know why they are receiving a copy.
I hope this article will be very useful
Regards
Fathima
From India, Madras
2Objectives:
At the end of the session, the participants will be:
• Conscious of their body type and better informed about what suits them
• Able to incorporate a more effective wardrobe for different occasions
• Understand Office hierarchy, decorum and protocol and display it to their daily behavior
Wardrobe Wisdom for Men and Women
Most business professionals recognize that the expression,"You don't get a second chance to make a first impression" is true. The simple fact is that in and out of the business world, people are judged on their wardrobe. The clothing you wear can have an adverse effect on your career.
Fashion Advice & Tips
As they say, clothing makes the person. Whilst we all dress grubby now and then, it's best to put on your best when you're vulnerable to prying eyes. There's plenty of fashion tips and advice here to help you dress for success and feel like a million bucks.
In the business arena, especially when clients are present, unprofessional clothes like jeans, shorts, biking pants, leggings and T-shirts should not be worn. Here are a few guidelines that you should follow when dressing for business in Germany.
• The safest way to go is to wear a standard colored (gray, black, dark blue) suit of good quality. However, in the IT business, you will find many managers and sales representatives wearing loud colors and wild accessories. Although they might be trying to express how innovative or dynamic they can be, some customers and business partners may interpret this style as unprofessional
• On the other hand, a dark gray suit should give the impression that you are one of the common, cookie-cutter businessmen that wants to "blend in" to the point of being overlooked. By wearing elegant and well-made clothes, you can separate yourself from the masses and get noticed. Just make sure that the clothes you are wearing correspond with the attention you want to receive and the decisions that you make in a specific situation. Also, be careful not to be overdressed, you could cause suspicion among your colleagues
• In contrast to men, women are entitled not only to much more color in their wardrobes, but also to more possibilities of variation (dresses, suites, slacks)
• In Germany, it is also common to see secretaries or office-assistants wearing clothes that should by all means not be worn by customer or career-oriented women: very short mini-skirts, shirts or sweaters with a low neck-line, and "dramatically" tight clothing. A few other articles that you should avoid: fake gold or silver jewelry, nape leather, spaghetti straps, extremely high-heeled shoes, wildly patterned tights, but also naked legs
• Jewelry, accessories and your own personal hygiene should help accent your wardrobe, not take away from it. The most expensive designer suite cannot help to make a good impression if you have bad breath, body odor, or if the heels of your shoes are so high that you can hardly walk. Stringy hair, dirty fingernails, an unshaven face, or too much make-up can also leave a bad impression
Specific Questions:
1. Should the tip of my tie end at my belt line?
Yes! This gives your figure better proportion. All too often, men wear ties that end right where they want the least attention to be paid: at their bulging bellies!
2. Do I have to wear socks (men)/ hose (women) in the middle of the summer heat?
Yes! It is always more tactful, especially when meeting with customers. The same response answers the question: "Do I have to wear a tie?" However, it is okay to take your jacket off during the summer heat when there is no air conditioning, and you are not meeting with a customer for the first time.
3. Do I have to pay attention to the requested code of dress in written invitations?
Yes! The host is trying to ensure that the guests all come to the event in the same level of dress. This also gives a clue as to the nature of the event.
If you are unsure, be sure to ask the host or the inviting business department's secretary for clarification before the event.
Important Fashion Rules to Live By
• Always match your belt with your shoes
Stay with traditional colors such a black, dark brown or a rich tan. Other colors will be difficult to match, and generally speaking, should be avoided. If you wear sneakers every day that probably means you are wearing jeans in which case I suggest trying a fabric ribbon belt or something equally as casual. No dress belts with jeans and sneakers please. If you wear suspenders, you do not wear a belt, and vice-versa. Also, if you wear suspenders, you either look like a Murk or Larry King, neither of whom are fashion icons
• Matching ties and shirts
Everyone has now seen the solid-colored shirt matched with a tie of the same color, or slightly-off color. This is now somewhat an outdated look. Try mixing things up a little and experiment with colors. Stick with diagonal stripes, modern polka-dots, fresh plaids, or other more tasteful patterns. ‘Fundraiser’ ties with children holding hands never work as well as other novelty ties
• Ties
Ties should be tied in whatever style most strikes your fancy. You should know that there are many different ways to knot your tie, and different knots say different things. I prefer the Windsor or the four-in-hand, but I do suggest that you explore a little just for kicks. As for clip on ties, just say no
• Socks
Socks should match the color of your pants, though preferably not the exact same shade unless, of course, you are wearing black slacks, then its okay. Oh, and leave the white socks for the gym.
• Watches
Watches are the single most important accessory a man can own. I really suggest investing in one good watch that suits your lifestyle and taste, and don’t worry about how it matches. However, if you are going to own different watches, wear the appropriate timepiece for your outfit: black band, black shoes and belt; brown band, brown shoes and belt; silver band for either.
• Eyeglasses
Eyeglasses are one of the few ways you can really express yourself. They don’t have to just serve a function. Do your best to find a pair of glasses that not only compliment the shape of your face, but also express your personality. Try to be original.
Top 6 Dress Shoes for Men
1) Double Take
The Double Take buckled loafer has a beautiful silhouette. The polished buckle gives an otherwise basic loafer new life and pizzazz.
2) On the Double
The On the Double oxford is the brother of the Double Take loafer and has a similar attractive silhouette. This is a great wardrobe basic that can be worn with a suit or khakis.
3) On the Money
The On the Money oxford has sleek details with the unique stitching on the toe. This is a versatile shoe that you could wear casually and with a suit.
4) Stock Splits
The Stock Splits oxford in the camel color makes a great shoe to wear with jeans. It can also be worn with trousers in navy and some shades of brown. I love this shoe.
5) Ex-hibit
The Ex-hibit loafer isn't for everyone - it's definitely a bit more fashion forward. This is another great shoe to wear with jeans. Picture your favorite jeans, a great belt, a t-shirt and a cool fitted blazer.
6) Style-In
The Style-In oxford is another great wardrobe basic without being dull. It has modern styling yet isn't flashy.
A typical shoeshine kit includes:
• A shoeshine and polish brush
• Shine or buffing cloths (aka chamois or chammy)
• A shoehorn
• Standard brown and black polish
• An all-purpose leather cleaner and conditioner
TOP TEN GROOMING GAFFES
You can have a closet full of designer suits, maintain a stable of exotic sports cars and date a Swedish supermodel, but if you're guilty of any of these grooming gaffes… you're just a poser.
(1) Nose Hair
If your beak looks like a party favor when you sneeze, a little trimming is definitely in order. To eliminate pesky hairs, try a nose hair trimmer.
(2) The Uni-Brow
Eyebrows are referred to in the plural because people are supposed to have a set. So, if you are the unlucky owner of a continuous "uni-brow" … it's time to do some division. To remove unwanted hairs, use tweezers to grip hairs at their base and pull in the direction of hair growth. A longer-term solution is a quality waxing kit.
(3) B.O.
When you just can’t blame the dog any longer, try a scented body wash or nice cologne. Also, don’t underestimate the power of a good deodorant.
(4) Bad Breath
If your breath has more kick than Bruce Lee, spend a little more time brushing (specifically your tongue). For additional help, give your mouthwash a solid 30-second gargle.
(5) Missed Shaving Spots
In some cultures, a single dime-sized patch of hair on a man's chin or throat is considered "charming." Unfortunately, in today's America it's considered "disgusting." Make sure this doesn't happen to you by always conducting a post-shave review of your tough-to-shave areas (i.e., right under your nose). Then, eliminate any stragglers.
(6) Gnarled Mitts
A man's hands don't need to look pretty, but they should certainly be presentable. After all, your mitts are the first thing you offer a prospective boss or wife. To keep your hands looking good, get a manicure every now and then and use a hand moisturizer daily.
(7) The Comb-Over
Need we say more?
(8) Mismatched Cologne
A cologne may smell great out of the bottle, but less than pleasant once you put it on your body. That's because everyone's body chemistry is unique and certain fragrances just don't fare well on certain people. Cologne isn't supposed to make you stink… so try it on and give yourself a whiff before you buy.
(9) Yellow Teeth
The term is “pearly whites”-– not “rusty yellows.” Keep your teeth sparkling with the aid of a whitening toothpaste. Professional whitening systems can also do the trick.
(10) Neck Hair
You know that hair that accumulates on your neck in-between haircuts? Well, if there’s enough to braid, you might want to address it. Most barbers offer this service for a reasonable fee.
TOP GROOMING TIPS
Get Rid the Gray Hair
The fastest way to take years off of your look is to get rid of gray hair. It’s less noticeable and more natural to begin coloring your hair when you first begin to go gray. An easy-to-use product formulated specifically for men, such as Just For Men Hair color, can be used at home to cover gray hair with natural looking results.
If your beard and mustache turns gray first, the makers of Just for Men Hair color have a brush-in gel in a no-drip formula that’s perfect for covering facial hair.
Go Short if You’re Balding
Balding is another common problem among men. Opting for a comb-over just dates your look. Get comfortable with your changing look and opt for a modern short haircut.
When men begin to lose the hair on their heads, they may begin to notice unwanted hair in other places, like their nose, ears or back. Be sure to trim or wax unwanted hair for a clean, contemporary look.
Protect and Pamper Your Skin
The best way to prevent wrinkles and skin cancer is to protect your skin from sun damage by using a daily moisturizer with sunscreen.
A good daily skin care routine includes cleansing, followed by a gentle facial exfoliant scrub, which also enhances shaving ease and comfort. Follow with a moisturizer containing sunscreen for day and at night a moisturizer to encourage skin regeneration.
Pay Attention to Hands and Feet
Don’t forget to include your hands and feet in your grooming routine. Well-manicured nails and toes contribute to good hygiene and grooming habits. Make time to clip and file your nails at home.
Foot odor is a common problem among many men, and is relatively easy to treat. Scrub your feet daily and dry them completely. Insert a pair of Odor-Eaters Insoles into your shoes, which will absorb wetness and odor.
Quick Grooming Tips
• If you don't iron your clothes, remove them immediately from the dryer so that wrinkles don't set.
• In hot weather, wear light-colored, cotton clothing and socks. This will absorb less heat and "sweat stains" will be less visible.
• Consider trimming your arm pit hairs in warm weather. Less hair, less bacteria, less smell. Think about it.
• Don't be reluctant to trim or tweeze any stray eyebrow hairs.
• Good dental hygiene means a dazzling smile.
• Open your eyes. If hair is the frame for your face, the eyes are the windows. Use eye drops to whiten the whites of your eyes for a fresher, younger look.
Extend the Life of Your Razor Blades
All you need is a bottle of mineral oil and some rubbing alcohol.
After shaving, thoroughly clean and dry your razor blades and then completely immerse the razor head in a shallow dish filled with mineral oil. Use the rubbing alcohol to wash away the oil next time you need to use the razor.
By immersing the blades in oil, you stop the oxidization process that dulls their sharp edges. A daily mineral oil soak can double or even triple the life of your cartridges.
There are certain expectations for professional dress, manner and language that are necessary for working in any educational environment. It is important for us all to be conscientious in attending to these spoken and unspoken expectations. We will discuss these expectations with you and we will monitor them at your site, giving you specific feedback if you need to be more attentive to any of these areas. We are wecolmed "guests" in the various sites in which we work. It is crucial to your employment future and to us as we continue to work in our community that these expectations are taken seriously.
THE ETIQUETTE OF GOOD BUSINESS
Solid business relationships are nurtured with superior customer service and mastering the art of etiquette and the social graces. Add polish and presence to the substance and outclass the competition.
The Art of Introductions
Body Language in the Business World
Business Etiquette and the Social Graces
Presence, Poise and Positioning
Small Talk for Smart, Savvy People
Executive Communications, Business Letters, Emails and Memos
Corporate Gift Giving
Saying "Thank you" with Style
Electronic Protocol and Courtesies
Cross Cultural Fundamentals
Going Global - Sensibilities and Customs
DINING WITH STYLE AND GRACE
Business relationships are developed and strengthened in social situations. Mastering the art of fine dining adds to the competitive edge in today's social and business climate. The host and the guest each have a responsibility to ensure the overall success of the event.
• The Tools of the Table are the Tools of Business
Seating Arrangements
Dine Like a Diplomat with a Continental Flair
The Art of Entertaining and Being Entertained
Small Talk - Table Talk
Duties and Responsibilities of the Host and the Guest
Posture and Poise at the Table
The ABC's of Eating and Drinking
Wine Selection
Tipping Guidelines
Entertaining at Private Clubs
MODERN MANNERS FROM CYBERSPACE TO CELL PHONES
Fine Tuning Your Telephone Skills
Placing and Answering Calls
Wireless Courtesies
Voice Mail/Call Waiting/Caller ID
Conference Calls
THE POLISH THAT BUILDS PROFITS
Letters and Resumes
Job Interview Skills
Manners in the Office Environment
People Dynamics-Understanding the Personalities
Compliments and Criticism
Working in a Diverse Environment
Respecting Racial and Ethnic Differences
MEETING ETIQUETTE
Business etiquette is essentially about building relationships with colleagues, clients or customers. In the business world, it is these people that can influence your success or failure. Etiquette, and in particular business etiquette, is simply a means of maximising your business potential by presenting yourself favourably.
Business meetings are one arena in which poor etiquette can have negative effects. By improving your business meeting etiquette you automatically improve your chances of success. Comfort, trust, attentiveness and clear communication are examples of the positive results of demonstrating good etiquette.
The article will focus on a few key examples of business meeting etiquette for both formal and informal business meetings. Although these are meant as guides to etiquette in the UK they are very much applicable to other nations too.
Informal Meetings
Informal meetings are generally more relaxed affairs and may not necessarily take place in the office or meeting room. Even so a sense of professionalism and good business etiquette are still required.
There are 7 points to consider with informal meetings:
• Business etiquette demands that the person calling the meeting (henceforth ‘the chair') should be the most senior or the one with the most direct or urgent interest in the topic at hand.
• The chair should decide the time, place and agenda. These details should be confirmed with everyone to make sure all are in agreement and no inconvenience is caused.
• The chair must make the purpose of the meeting clear to the attendees, how long it will last and what is expected of them, i.e. particular information or preparation of documents. Failing to relay the proper information is bad business etiquette as it could cause embarrassment.
• Punctuality is a must. Keeping people waiting is considered the height of poor etiquette as it abuses their time.
• The chair should strive to ensure the meeting stays within a set framework or agenda so that it is kept as short and effective as possible. He/she must keep circular disagreements and the like to a minimum.
• The chair should (pre-)appoint someone to record the proceedings; documenting major decisions or action points. This can later be distributed to the attendees for reference.
• If the results of the meeting have an effect on others who were not present it is considered proper business etiquette to inform them.
Formal Meetings
The business etiquette of formal meetings such as departmental meetings, management meetings, board meetings, negotiations and the like can be puzzling. Such meetings usually have a set format. For example, the chair may always be the same person, minutes, agendas or reports may be pre-distributed or voting may take place.
Here are 10 business etiquette guidelines that are applicable to any formal meeting:
• Prepare well for the meeting as your contribution may be integral to the proceedings. If you are using statistics, reports or any other information make sure it has been handed out at least three days prior to the meeting.
• Dress well and arrive in good time. Your professionalism is linked to both.
• Always remember to switch of a mobile phone.
• If there is an established seating pattern, accept it. If you are unsure, ask.
• Acknowledge any introductions or opening remarks with a brief recognition of the chair and other participants.
• When discussions are under way it is good business etiquette to allow more senior figures to contribute first.
• Never interrupt anyone - even if you disagree strongly. Note what has been said and return to it later with the chair's permission.
• When speaking, be brief and ensure what you say is relevant.
• Always address the chair unless it is clear that others are not doing so.
• It is a serious breach of business etiquette to divulge information to others about a meeting. What has been discussed should be considered as confidential.
Why do you need email etiquette?
A company needs to implement etiquette rules for the following three reasons:
Professionalism: by using proper email language your company will convey a professional image.
Efficiency: emails that get to the point are much more effective than poorly worded emails.
Protection from liability: employee awareness of email risks will protect your company from costly law suits.
What are the etiquette rules?
There are many etiquette guides and many different etiquette rules. Some rules will differ according to the nature of your business and the corporate culture. Below we list what we consider as the 31 most important email etiquette rules that apply to nearly all companies.
32 most important email etiquette tips:
1. Be concise and to the point
2. Answer all questions, and pre-empt further questions
3. Use proper spelling, grammar & punctuation
4. Make it personal
5. Use templates for frequently used responses
6. Answer swiftly
7. Do not attach unnecessary files
8. Use proper structure & layout
9. Do not overuse the high priority option
10. Do not write in CAPITALS
11. Don't leave out the message thread
12. Add disclaimers to your emails
13. Read the email before you send it
14. Do not overuse Reply to All
15. Mailings > use the bcc: field or do a mail merge
16. Take care with abbreviations and emoticons
17. Be careful with formatting
18. Take care with rich text and HTML messages
19. Do not forward chain letters
20. Do not request delivery and read receipts
21. Do not ask to recall a message.
22. Do not copy a message or attachment without permission
23. Do not use email to discuss confidential information
24. Use a meaningful subject
25. Use active instead of passive
26. Avoid using URGENT and IMPORTANT
27. Avoid long sentences
28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
29. Don't forward virus hoaxes and chain letters
30. Keep your language gender neutral
31. Don't reply to spam
32. Use cc: field sparingly
1. Be concise and to the point.
Do not make an e-mail longer than it needs to be. Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read.
2. Answer all questions, and pre-empt further questions.
An email reply must answer all questions, and pre-empt further questions – If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions, which will not only waste your time and your customer’s time but also cause considerable frustration. Moreover, if you are able to pre-empt relevant questions, your customer will be grateful and impressed with your efficient and thoughtful customer service. Imagine for instance that a customer sends you an email asking which credit cards you accept. Instead of just listing the credit card types, you can guess that their next question will be about how they can order, so you also include some order information and a URL to your order page. Customers will definitely appreciate this.
3. Use proper spelling, grammar & punctuation.
This is not only important because improper spelling, grammar and punctuation give a bad impression of your company, it is also important for conveying the message properly. E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text. And, if your program has a spell checking option, why not use it?
4. Make it personal.
Not only should the e-mail be personally addressed, it should also include personal i.e. customized content. For this reason auto replies are usually not very effective. However, templates can be used effectively in this way, see next tip.
5. Use templates for frequently used responses.
Some questions you get over and over again, such as directions to your office or how to subscribe to your newsletter. Save these texts as response templates and paste these into your message when you need them. You can save your templates in a Word document, or use pre-formatted emails.
6. Answer swiftly.
Customers send an e-mail because they wish to receive a quick response. If they did not want a quick response they would send a letter or a fax. Therefore, each e-mail should be replied to within at least 24 hours, and preferably within the same working day. If the email is complicated, just send an email back saying that you have received it and that you will get back to them. This will put the customer's mind at rest and usually customers will then be very patient!
7. Do not attach unnecessary files.
By sending large attachments you can annoy customers and even bring down their e-mail system. Wherever possible try to compress attachments and only send attachments when they are productive. Moreover, you need to have a good virus scanner in place since your customers will not be very happy if you send them documents full of viruses!
8. Use proper structure & layout.
Since reading from a screen is more difficult than reading from paper, the structure and lay out is very important for e-mail messages. Use short paragraphs and blank lines between each paragraph. When making points, number them or mark each point as separate to keep the overview.
9. Do not overuse the high priority option.
We all know the story of the boy who cried wolf. If you overuse the high priority option, it will lose its function when you really need it. Moreover, even if a mail has high priority, your message will come across as slightly aggressive if you flag it as 'high priority'.
10. Do not write in CAPITALS.
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response in the form of a flame mail. Therefore, try not to send any email text in capitals.
11. Don't leave out the message thread.
When you reply to an email, you must include the original mail in your reply, in other words click 'Reply', instead of 'New Mail'. Some people say that you must remove the previous message since this has already been sent and is therefore unnecessary. However, I could not agree less. If you receive many emails you obviously cannot remember each individual email. This means that a 'threadless email' will not provide enough information and you will have to spend a frustratingly long time to find out the context of the email in order to deal with it. Leaving the thread might take a fraction longer in download time, but it will save the recipient much more time and frustration in looking for the related emails in their inbox!
12. Add disclaimers to your emails.
It is important to add disclaimers to your internal and external mails, since this can help protect your company from liability. Consider the following scenario: an employee accidentally forwards a virus to a customer by email. The customer decides to sue your company for damages. If you add a disclaimer at the bottom of every external mail, saying that the recipient must check each email for viruses and that it cannot be held liable for any transmitted viruses, this will surely be of help to you in court. Another example: an employee sues the company for allowing a racist email to circulate the office. If your company has an email policy in place and adds an email disclaimer to every mail that states that employees are expressly required not to make defamatory statements, you have a good case of proving that the company did everything it could to prevent offensive emails.
13. Read the email before you send it.
A lot of people don't bother to read an email before they send it out, as can be seen from the many spelling and grammar mistakes contained in emails. Apart from this, reading your email through the eyes of the recipient will help you send a more effective message and avoid misunderstandings and inappropriate comments.
14. Do not overuse Reply to All.
Only use Reply to All if you really need your message to be seen by each person who received the original message.
15. Mailings > use the Bcc: field or do a mail merge.
When sending an email mailing, some people place all the email addresses in the To: field. There are two drawbacks to this practice: (1) the recipient knows that you have sent the same message to a large number of recipients, and (2) you are publicizing someone else's email address without their permission. One way to get round this is to place all addresses in the Bcc: field. However, the recipient will only see the address from the To: field in their email, so if this was empty, the To: field will be blank and this might look like spamming. You could include the mailing list email address in the To: field, or even better, if you have Microsoft Outlook and Word you can do a mail merge and create one message for each recipient. A mail merge also allows you to use fields in the message so that you can for instance address each recipient personally. For more information on how to do a Word mail merge, consult the Help in Word.
16. Take care with abbreviations and emoticons.
In business emails, try not to use abbreviations such as BTW (by the way) and LOL (laugh out loud). The recipient might not be aware of the meanings of the abbreviations and in business emails these are generally not appropriate. The same goes for emoticons, such as the smiley :-). If you are not sure whether your recipient knows what it means, it is better not to use it.
17. Be careful with formatting.
Remember that when you use formatting in your emails, the sender might not be able to view formatting, or might see different fonts than you had intended. When using colors, use a color that is easy to read on the background.
18. Take care with rich text and HTML messages.
Be aware that when you send an email in rich text or HTML format, the sender might only be able to receive plain text emails. If this is the case, the recipient will receive your message as a .txt attachment. Most email clients however, including Microsoft Outlook, are able to receive HTML and rich text messages.
19. Do not forward chain letters.
Do not forward chain letters. We can safely say that all of them are hoaxes. Just delete the letters as soon as you receive them.
20. Do not request delivery and read receipts.
This will almost always annoy your recipient before he or she has even read your message. Besides, it usually does not work anyway since the recipient could have blocked that function, or his/her software might not support it, so what is the use of using it? If you want to know whether an email was received it is better to ask the recipient to let you know if it was received.
21. Do not ask to recall a message.
Biggest chances are that your message has already been delivered and read. A recall request would look very silly in that case wouldn't it? It is better just to send an email to say that you have made a mistake. This will look much more honest than trying to recall a message.
22. Do not copy a message or attachment without permission.
Do not copy a message or attachment belonging to another user without permission of the originator. If you do not ask permission first, you might be infringing on copyright laws.
23. Do not use email to discuss confidential information.
Sending an email is like sending a postcard. If you don't want your email to be displayed on a bulletin board, don't send it. Moreover, never make any libelous, sexist or racially discriminating comments in emails, even if they are meant to be a joke.
24. Use a meaningful subject.
Try to use a subject that is meaningful to the recipient as well as yourself. For instance, when you send an email to a company requesting information about a product, it is better to mention the actual name of the product, e.g. 'Product A information' than to just say 'product information' or the company's name in the subject.
25. Use active instead of passive.
Try to use the active voice of a verb wherever possible. For instance, 'We will process your order today', sounds better than 'Your order will be processed today'. The first sounds more personal, whereas the latter, especially when used frequently, sounds unnecessarily formal.
26. Avoid using URGENT and IMPORTANT.
Even more so than the high-priority option, you must at all times try to avoid these types of words in an email or subject line. Only use this if it is a really, really urgent or important message.
27. Avoid long sentences.
Try to keep your sentences to a maximum of 15-20 words. Email is meant to be a quick medium and requires a different kind of writing than letters. Also take care not to send emails that are too long. If a person receives an email that looks like a dissertation, chances are that they will not even attempt to read it!
28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.
By sending or even just forwarding one libelous, or offensive remark in an email, you and your company can face court cases resulting in multi-million dollar penalties.
29. Don't forward virus hoaxes and chain letters.
If you receive an email message warning you of a new unstoppable virus that will immediately delete everything from your computer, this is most probably a hoax. By forwarding hoaxes you use valuable bandwidth and sometimes virus hoaxes contain viruses themselves, by attaching a so-called file that will stop the dangerous virus. The same goes for chain letters that promise incredible riches or ask your help for a charitable cause. Even if the content seems to be bona fide, the senders are usually not. Since it is impossible to find out whether a chain letter is real or not, the best place for it is the recycle bin.
30. Keep your language gender neutral.
In this day and age, avoid using sexist language such as: 'The user should add a signature by configuring his email program'. Apart from using he/she, you can also use the neutral gender: ''The user should add a signature by configuring the email program'.
31. Don't reply to spam.
By replying to spam or by unsubscribing, you are confirming that your email address is 'live'. Confirming this will only generate even more spam. Therefore, just hit the delete button or use email software to remove spam automatically.
32. Use cc: field sparingly.
Try not to use the cc: field unless the recipient in the cc: field knows why they are receiving a copy of the message. Using the cc: field can be confusing since the recipients might not know who is supposed to act on the message. Also, when responding to a cc: message, should you include the other recipient in the cc: field as well? This will depend on the situation. In general, do not include the person in the cc: field unless you have a particular reason for wanting this person to see your response. Again, make sure that this person will know why they are receiving a copy.
I hope this article will be very useful
Regards
Fathima
From India, Madras
Hi Fathima,
This is an extremely wonderful article, even you've posted it just on time for ME.
I was looking for useful artocles and presentations to groom my team.
thanks again.
regards,
Meghamadhulika
From India, Bhopal
This is an extremely wonderful article, even you've posted it just on time for ME.
I was looking for useful artocles and presentations to groom my team.
thanks again.
regards,
Meghamadhulika
From India, Bhopal
Brilliant!! I wish B Schools would include this topic as part of course curriculum so Companies do not need to spend hours if not years grooming Managers. You must be one hellava Corporate Trainer!
Great Job Lady!!
From India, Pune
Great Job Lady!!
From India, Pune
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