Unit 5
Meaning of Etiquettes
Webster define as the forms manners and ceremony established by convention as acceptable or required in social relations in a profession or in official life.
Business Etiquettes
It is the expected standards of behaviour in a professional or Business and Environment. It is a code ethical behaviour that helps to maintain a professional image and positive interaction in the workplace.
Business Etiquettes can include
1. Communication
How to communicate professionally
2. Dress and appearance
How to dress and present yourself professionally
3. Timelines
Being on time for meetings and events
4. Relationship
How to interact with coworker managers and clients
5. Cell phone etiquette
How to use your phone in a professional setting.
6. Dining etiquettes
How to behave at business meals.
Business Etiquettes can be documented in employee and books or company policies. Some expectation maybe unspoken. For example. It might be expected that employees minimising cell phone use during meeting. Practicing good business etiquette can increase chances of success in the workplace.
Elements of business etiquette
A. Work behaviour
1. Timely arrive to work and meetings on time, complete work assignments on time.
2. Be polite and pleasant
3. Appear as professional as possible
4. Adopt a can do attitude
5. Be flexible
B. Meeting people
When meeting people both your nonverbal and verbal behaviour help to define your social skills
1. Develop a comfortable and keep it consistent
2. The person with the most authority usually initiate the handshake
3. Eye contact increases trust
4. Introduce younger to older, non official to official, collegue to customer.
C. Telephone etiquets
Telephone conversation is oral communication. Your voice is all you have got to make the telephone conversation lively and effective. Studies have shown there only 7% is conveyed by the words used by you. Another 38% is conveyed by the tone of the voice. The remaining 55% is convened by the body language and that is missing in a telephone. The way that telephone is answered makes the first impression about the person and the company. Telephone etiquette is necessary for everyone.
D. Dining etiquettes
1. When possible late the host take the lead.
2. Ask for suggestion and recommendations
3. Do not order the most expensive or the least expensive
4. When you have finished leave your plate.
5. Always pass your food to your right. It is OK to pass to your immediate left if you are the closest to the item requested.
6. Begin eating only after everyone has been served.
E. Etiquettes of the written word
Any relationship between people can be seen in terms of the exchange theory . This basically means that our relation ship with another person or persons is determined by the rewards that one gets from relating or interacting with others. In addition, relationships must be on equal terms in all aspect.
The same rule applied to communication, especially written communication. Behind all human communication lies the emotional Underworld of motivation.
Written communication is necessary and most effective.
Handling business meeting
Meeting enables face to face contact of a number of people at the same time. They provide a useful opportunity for selling information, making suggestions and proposals, taking decisions, and obtaining instant feedback.
Meetings are generally held-
To co-ordinate or arrange activities
To give information to a group of people.
To report on some activity or experience.
To put forward ideas on variences for discussion.
To create involvement and interest to obtain assessment.
Types of meetings
A. Formal meetings
The rules of conduct for formal meetings are laid in companies article of association or constitution on standing order. With such meetings as decorum must be present that is the minimum number of people who should be present to valid in the meeting. A formal network of these meetings must be kept usually by the company secretary.
1. Annual general meeting
It is held once a year to access the trading of organisation over the year. All shareholders are invited to attend the Annual General Meeting. But they must be given 21 days notice.
2. Statuatory Meeting
It is called so that directors and shareholders can communicate and consider special reports. Companies are required by law to hold this meeting.
3. Board meeting
Board meetings are held as often the organisation requires. They are attended by all directors and cheered by the chairperson of the board.
B. Informal meeting
Informal meetings are not restricted by the same rules and regulation as formal meetings. Such meetings may take the form of brainstorming or discussion where restric as in the may not be necessary and minute may not be kept. Have it is usually considered good business practice for an agenda to be issued to all members prior to the meeting so that they can prepare adequately in order to make valuable contribution.
1. Management meeting
This meeting are attendant by group of manager who may need to discuss a specific report or progress.
2. Aepartmental meeting
These meetings are called by the head of department or manager of certain section. All staff is invited to attend so that information can be passed on. Working parties may be set up to work together on a specific problems it or problem. All meetings progress report will be given and decisions for the farther action taken.
3. Attending meeting
Meetings probably account for 50 to 60% of a managers time in business. When they are conducted efficiently meetings are very effective way of helping the decision-making process, briefing the team, exchanging information and problem solving.
Making meeting effective
1. Understand the purpose of the meeting as well as your role and what is expected from you.
2. Read all the paper in advance
3. Make some notes about any input you would like to make.
4. Do not sit there silently. You are a member of the meeting for a reason so be sure to give your opinion and take an active part in the meeting whenever possible.