Basic Etiquettes for Effective Communication

Basic Etiquettes for Effective Communication
MSc. Suzana Taipoviq
What Are Etiquettes? They are a set of: •Rules •Forms •Practices established for behavior in the society or in professional life. They are rules of good workplace manners. Need of Etiquettes We need etiquettes to grow in life. MSc. Suzana Taipoviq
Where Etiquette is required Personal Matters Family Matters Schools, College and Office Environment Why Etiquette is required ? It is required for Career Success. It Builds leadership quality in one’s personality. It refines skills needed for exceptional service It enlightens one’s potential. It creates an impression. MSc. Suzana Taipoviq
Factors Influencing Etiquette Grace Beauty Handsome External Appearance Schooling Family Friends Education Marital life Psychological Childhood Origin Parental HeredityPhysical MSc. Suzana Taipoviq
Types of etiquettes.. There are many types of it these are some of them :- Social etiquettes business etiquettes phone etiquettes Email etiquettes Table etiquettes MSc. Suzana Taipoviq
Social Etiquettes The ability to translate good manners into social savvy. It will allow you to put your best foot forward in dealing with day-to-day social demands. It has two categories: Personal etiquettes Family etiquettes MSc. Suzana Taipoviq
Personal Hygiene Skin Hair Hands Nails Tooth Feet Shoes Hose Uniform Jewellery Personal Etiquettes Dress Codes Informal Formal Simplicity Sense of Taste Fitting In Color Blending Accessories Dressing for OccasionsMSc. Suzana Taipoviq
Mind & Soul Thoughts Habits Character Attitudes Postures Sitting Standing Talking while standing Good Posture Impatience Sitting in Groups MSc. Suzana Taipoviq
Empathy Sympathy Responsibility Rights Good Will Mutuality Advantages Disadvantages Respect Status Heredity Parents Sisters You Brothers Second Relatives Third Relatives Relatives Family Etiquette MSc. Suzana Taipoviq
LISTEN to and concentrate on conversations—don’t just wait for your turn to talk! Resist the urge to jump into a conversation when someone pauses in thought. Wait a second or two, then respond. Don’t Jump! Social Conversations When making an introduction Give a piece of information about the person—it can be a conversation starter. MSc. Suzana Taipoviq
Basic Manners Be Polite Remember when you are in a social situation it is important to always be polite and respectful of other guests even if you vehemently disapprove of certain comments or other individuals are not being polite. Ask Appropriate Questions When you are socializing it is important to realize you are not at a debate and should steer away from questions that might cause one. Keep it Short In social situations it is always important to understand the nature of social etiquette conversation and keep conversations short and socialize with everyone present. Remember, social etiquette conversation is pleasant and short. Eye Contact and Personal Space Making eye contact and allowing individuals their personal space is important in all conversations. This allows you to seem interested, polite and respectful of the other individual which are all social requirements. MSc. Suzana Taipoviq
What Is Business Etiquette? Rules that allow us to interact in a civilized fashion Code of behavior that is grounded in common sense and cultural norms Required because manners matter in the workplace You never get a second chance to make a first impression. • The first 12 words • The first 12 steps • The first 12 inches First Impressions The Rule of 12 in Business MSc. Suzana Taipoviq
Handshakes are the physical greetings that go with your words How to shake hands When to shake hands When not to shake hands Handshakes to avoid The Business Handshake There are three main conventions. The way you extend the hand The way you apply the pressure The length of time you shake the hand MSc. Suzana Taipoviq
Introducing yourself Introducing others Responding to introductions What to do when you can’t remember names Secret to remembering names Small talk helps us put others at ease and make them comfortable. Small talk breaks the ice and goes a long way toward furthering a relationship. Introductions in Business MSc. Suzana Taipoviq
Mixing and Mingling in Business Prepare in advance Arrive early Position yourself Make eye contact & smile Take responsibility Work the crowd Use icebreakers Ask the right kinds of questions Be a good listener Know when to leave MSc. Suzana Taipoviq
Body Language A person’s posture, facial expressions, and gestures send messages. Eye contact is the most obvious way you communicate. When you are looking at the other person, you show interest Where you place your arms suggests how receptive you. Arms crossed or folded over your chest say that you have shut other people out and have no interest in them or what they are saying. Legs talk, too. A lot of movement indicates nervousness. MSc. Suzana Taipoviq
By the time we meet and converse, we have already spoken to each other in an older more universal tongue. Business professional attire Personal props and accessories for women: A reasonable length skirt (not mini-skirt) or full- length trousers of a non-jeans material combined with a top (such as a dress shirt, polo, or sweater set) is considered acceptable. An informal dress with appropriate skirt length is also acceptable. for men: A combination of collared shirt (such as a dress shirt or polo shirt), cotton trousers (such as khakis or dress jeans) with a belt, and dress shoes (such as loafers) with socks is generally acceptable. A blazer or business jacket can optionally be added. Unacceptable for either gender: gym clothes, rumpled or ripped clothing, miniskirts, underwear as outerwear, inappropriately revealing attire such as bare midriffs, and flip- flops. Many corporations also frown upon open-toed shoes and shorts. Dressing for the Occasion MSc. Suzana Taipoviq
Telephone Etiquettes… The essence of dealing with people , politely and efficiently over the phone can be boiled down to……. telephone etiquettes. Everyday, on an average , a person Spends more than 3 hours on phone……. So it becomes mandatory to get through the basics of telephone etiquettes……… MSc. Suzana Taipoviq
Placing a telephone call… If you’re making a call, identify yourself first, then ask to speak to the person you’re trying to reach. On finally reaching the person… Before jumping into a deep conversation, ask if they have time to talk. MSc. Suzana Taipoviq
If you’re on the phone and another call comes in… Always ask if it’s alright to put them on hold Always give a brief explanation of the reason of hold. Sign Language? Do not interrupt someone on the telephone by gesturing, speaking or writing them notes!MSc. Suzana Taipoviq
What about voicemail? If you must leave a message, state your name (spell if they don’t know you), phone number, date and reason for the call. Repeat your phone number at the end— SLOWLY. When you are in ANY meeting turn off your cell phone ringer— accept voicemail and text messaging only!MSc. Suzana Taipoviq
Can you hear me now? If you have to take a call in a public place—try to move to a more private space. Hearing one-sided conversations alienates the person NOT in the conversation! If you have to talk in a public place (bus, elevator, airplane etc.) keep it short and discreet. MSc. Suzana Taipoviq
Email Etiquette Ways to properly send emails on mass emails. MSc. Suzana Taipoviq
What are mass emails Mass emails are emails sent out to multiple people These emails are meant for multiple people and not just one person These emails are usually informational messages to get in touch with more people easier. MSc. Suzana Taipoviq
Rules For sending out Mass Emails Make sure that they are SPELLED properly, no one hates having the embarrassment of misspelling Do not send personal or praise emails out over mass email Make sure that the email is for everyone to view and is not offensive!!!! MSc. Suzana Taipoviq
Examples of bad emails To: Members@thelist.com From: billy@hotmail.com Topic: Officers Meeting (officers only) Subject: I was emailing you to tell you that we will have a meeting this Thursday at MacDonald's. We will be going over the months community service projects. See you there Bob President This email might seem to be ok but really it is not. The non officers might over look the topic read the email and show up at the meeting Only to waste their time. If you want to email the officers make a separate list serve or put the emails in, do not email the club list serve. Bad because… MSc. Suzana Taipoviq
The way they’re meant to be To: Group@massmail.com From: Songsinger@email.com Topic: problems at the club office Subject: This week the construction going on around the office has been sort of destructive. The power has been cut at the office and there is no power. If you were planning on going by the office to work on project please try next week Jan To: Tech@ga4h.org From: Robbie@robsworld.com Topic: The web page assignments Subject: As you all know the deadline for turning in you pages you are designing is March 24th Please have these completed by this time and up on FTP. Hope everyone gets these done ASAP Robbie MSc. Suzana Taipoviq
Reasons why both are good! 1st Email This email is informative for all the members It also is meant for everyone! It in no way makes any personal remarks It is ok if you want to add jokes or comments that the whole group understands. 2nd Email This email is a perfect example of a deadline or meeting time email! It was not sent for just the select few but for the entire club Make sure if you email at anytime you make sure the email is similar to these formats. If not, thinks about emailing it before you fill up others inboxes! MSc. Suzana Taipoviq
Table manners play an important part in making a good impression. Here are some basic tips to help you… Table Etiquette A general knowledge and use of basic etiquette makes the dining experience more pleasant for everyone. MSc. Suzana Taipoviq
Sitting down At a very formal dinner name cards will show you where you should sit. If there are no name cards on the tables, the host will take you to the correct place. If you are at a romantic dinner, the man should push the woman’s chair in for her. Sometimes the waiter will do this. MSc. Suzana Taipoviq
Using the napkin Place the napkin on your lap. If it is small, unfold it completely otherwise fold it in half, lengthwise. Once the meal is over, you too should place your napkin loosely on the table to the right of your dinner plate. It should not be crumpled or twisted, which reveal untidiness or nervousness. Nor should it be folded, which might show that you think your host might reuse it without washing. MSc. Suzana Taipoviq
Ordering If there is something you don’t understand on the menu, ask your server any questions you may have. Answering your questions is part of the server’s job. An employer will generally let you order first; his or her order will be taken last. Sometimes, however, the server will decide who orders first. Often, women’s orders are taken before men’s. As a guest you should not order one of the most expensive items on the menu or more than two courses unless your host shows that it is all right. MSc. Suzana Taipoviq
Using the knives, forks and spoons When you hold the knife or fork, you should relax your fingers. Never let the knife, fork or spoon touch the table after you started eating. When you take a break from eating, you simply put your knife and fork on the plate. When you have finished eating, you should put your knife and fork together pointing to the left. MSc. Suzana Taipoviq
Eating Meal Dip the spoon in the soup away from your body. Sip the liquid from the side of the spoon. Don’t put the whole spoon in your mouth. Take some butter and put it on the plate then put some butter on the small piece. Don’t spread the butter over the whole piece of bread. MSc. Suzana Taipoviq

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