Business Etiquette

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Business Etiquette
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Objective

• Describe proper business etiquette behavior in
  given situations

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Business Etiquette - Telephone

• Office Phones
• Answer the phone in 3 rings or less
• Never answer with just Hello.
• Ask permission to place someone on hold.
• Limit hold time to 30-40 seconds. If longer,
  call back.
• When on the phone, give full attention to the
  caller no on-site conversations, etc.

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Telephone (continued)

• When someone calls you, you should NOT hang up
  first.
• When you place a call that will take some time,
  ask if the person if he/she has time to talk.
• If the phone connection is lost, the initial
  caller should call back.
• Never place someone on the speakerphone without
  asking permission.

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Telephone (continued)

• Return calls in 24 hours or less.
• Establish a call-back hour each day
• Voice Mail
• Your voicemail greeting should be short and
  informative identify yourself and encourage
  person to leave a message
• Check voice mail at least two times per day

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Telephone (continued)

• When leaving a message, leave name, number,
  reason for call, and time you can be reached be
  brief
• Do not use voice mail for bad news, confidential
  information, or complicated directions
• Do not leave angry messages
• Do not leave the same message multiple times use
  another contact message

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Telephone (continued)

• Cellular Phones
• Turn OFF cell phones during ALL meetings. (If
  expecting emergency call, notify meeting
  participants in advance.)
• Cell phone calls should be brief.
• Company cell phones should only be used for
  company business.
• Remove yourself from the presence of others when
  making a cell phone call

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Telephone (continued)

• Do NOT talk on a cell phone
• When walking on the sidewalk/street
• Driving a car
• In a theatre
• In a restaurant
• In a classroom
• In any other public place

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Faxes

• Only fax short documents use overnight delivery
  for long documents
• Junk mail should be sent 3rd class never
  faxed
• Faxes should contain yours and recipients name
  and contact information
• Never read anothers fax

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Copiers

• Smaller jobs go first
• Large jobs should allow small jobs to interrupt
• Return machine to original configuration

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E-mail

• Use attachments for messages over 2-pages
• Assume all messages are for public reading
• Check spelling
• Avoid abbreviations
• Set appropriate priority level
• Do not overuse the cc function
• Do not send personal messages from work
• Do not send angry messages via email

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Miscellaneous Items

• Attire Grooming
• Business dress for men
• Business dress for women
• Casual attire
• Grooming
• Introductions age gt gender (female 1st)
• Dining (seating, utensils, etc.)
• Cordiality
• Thank-you notes, cards, letters, etc.