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Student Affairs Statement on Intolerance

Etiquette In (and Out) of the Workplace

Good manners aren’t about "putting on airs." Its about making people feel at ease—at the table, in business meetings, at social events. The impression you make on someone will determine your ability to succeed as much as your on-the-job abilities and knowledge.  Business manners parallel social manners. They are characterized by consideration for others—whether they are customers, clients, or co-workers.

On the Job
On the Phone
In Business Meetings
On the Road
Lunch/Dinner Parties or Invitations

ON THE JOB:

• Learn the company culture, including dress codes, conduct, and especially the "unwritten" policies.
• Find out what your boss expects of you from the beginning so you know how to act appropriately.
• Be on time for work, for meetings, and for projects.
• Introduce yourself to others.
• Keep your workspace organized and orderly.
• Don’t make your personal life a big part of your professional life! 

• When answering your own phone, it is appropriate to identify yourself ("Hello, Jane Smith" or "Bill Jones speaking"). 
• If answering someone else’s phone, identify their name and office ("Hello, Jane Smith’s office. This is Bill Jones; may I help you?").
• When placing a phone call, identify yourself to the person who has answered the phone before asking to speak to your party. It may also help to tell the receptionist what you are calling in reference to.
• When taking a phone message, ask for the caller’s name, organization, phone number and nature of the call. Also record the date and time when the message was received, and initial it in case there are further questions. The message should be neat, accurate and legible.
• When leaving a message on an answering machine, be succinct. Identify yourself, time and date of call, and nature of the call. If you are asking for a call to be returned, leave your number and the best time to reach you. If you are requesting information that you need by a certain time, include your deadline.
• Fax machines are for business, not personal use. Material that is sent by fax is not private. Information should be legible. It requires a cover sheet that indicates the number of pages being sent, including the cover.
• If your office has an 800 number, it is not appropriate to have friends making personal calls to you on that number.

• Be on time.
• Introduce yourself to others.
• Don’t doodle, play with pens, drum your fingers, yawn, or make offensive noises.
• Do not interrupt, but be prepared to speak when called upon or when there is a time for questions or comments. That means doing your homework and knowing before the meeting what information you want to request or share. Keep your comments concise and relevant.
• Do not smoke.
• Do not request refreshments, although you may accept them if offered. Be careful not to spill or slurp.
• After the meeting, clean up after yourself and thank the chairperson on the way out.
• If you are chairing the meeting, show consideration for others’ schedules. Inform those invited well in advance and issue an agenda ahead of the meeting so attendees have a chance to prepare. Start the meeting on time, and keep it to its intended length. Maintain control of meeting with tact and strength to control those who monopolize or deviate from the agenda.

• Always defer to a senior executive during business travel.
• Keep scrupulous records of your expenses.
• Keep luggage light. Don’t expect anyone else to carry it for you.
• Allow for travel fatigue. Plan to arrive early and leave time to rest.
• When traveling on business, dress as though you were going to the office.

If traveling overseas, learn how to say "please" and "thank you" in that country’s native language. Apologize for your lack of proficiency in your host’s native language. Be courteous and respectful at all times and never do anything that would offend your host’s pride. Show appreciation for the culture, music and art of the country you are visiting. Learn the business and social customs of the culture of the people with whom you will be doing business. Scrupulously respect your host’s dietary customs, holidays, religion and form of government. Don’t make comparisons unless asked, and even then, not in a judgmental way.

LUNCH AND DINNER:
If you are invited to lunch or dinner by an employer, accept! Extending this invitation to you is an indication that they are truly interested in you and, perhaps, they want to observe your social graces before making a final decision. As one interviewer remarked, "We make it clear that the image of our corporation is reflected not only in our product, but also by those involved in producing our product. The behavior of our employees on and off the job, on the street or in the marketplace, is of great concern to us." Here are a few hints to remember when dining out: 

• Let your host or hostess pick the restaurant.
• If you are to meet your interviewer at the restaurant, be on time or early.
• The host/hostess should indicate the number in the party and type of seating requested, if they have not already made reservations.
• A female should follow behind the maitre d’ or the person showing the way to the table.
• Sit opposite the interviewer unless other seating arrangements are designated.
• Don’t hide behind the menu.
• Don’t order an alcoholic drink, even if others do so.
• Men do not order for women!
• Select food that is familiar and easy to eat. Avoid thick sandwiches, French Onion soup, or anything that may be messy.
• Don’t order the same thing as your prospective employer.
• Don’t order the most expensive item nor the least expensive. Be moderate.
• Eat slowly.
• Follow your employer’s lead. Make social conversation when food is on the table, and talk business between courses or after the meal.
• Comment on the attractiveness and tastefulness of the food when served.
• The employer will pay for the meal. You do not need to offer to pay.
  Send your host/hostess a prompt thank you note for the interview and meal.
• See also Dine and Act Fine