Business Etiquette - I. K. Gujral Punjab Technical University

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Business EtiquetteStructure outline1.1 Learning Objectives1.2 History of Etiquette1.3 Etiquette in Today’s Business world1.4 Need for Business Etiquette1.5 Importance of Business Etiquette1.6 Netiquette1.7 Cross Cultural Etiquette1.7a Cross Cultural Etiquette Barriers1.7b Managing Cross Cultural Etiquette1.7c Measures to overcome barriers in cross cultural communication1.8 Business Manners1.8a Work Behavior1.8b Meeting People1.8c Telephone Etiquette1.8d Dining Etiquette1.8e Etiquette for Correspondence1.8f Business Gifts1.8g Introductions and First Impressions1.9 B2B Etiquette1.9a 5 Golden Rules of B2B Etiquette1.10 Effective Customer Care1.11 Summary1.12 Glossary1.13 References/ Suggested Readings1.14 Model Questions

1.1 Learning Objectives1. Introducing the concept of Business Etiquette2. Why Etiquette matters in Business world3. To have a working knowledge of good manners at work4. Concept of Netiquette in professional Communication5. Managing Cross Cultural Etiquette6. Type of manners necessary in Business world7. Understanding the basics of B2B Etiquette8. Introducing students with the rules of Effective Customer Care1.2 History of EtiquetteFrom past days, manners are regarded as key element of human behaviour. Forexample, today we don’t think while shaking hands while meeting someone but thinkthat how it would have started. The reason is today is has become a convention to greetby shaking right hands and implies that both don’t intend to harm one another. Courtesyand friendship was reflected in this way.Etiquette is defined as the “forms, ceremonies and manners established by conventionwhich are acceptable or required in business and society.” So etiquette can beconsidered as a behavioral code which reflects kindness and humanity. As Bacon said,“If a man can be gracious and courteous with strangers, it shows that he is a citizen ofthe world.”Similarly, motto of Winchester College is defined as “Manners maketh man.” Historysuggests that while specific customs may get obsolete, but manners will never go out ofstyle.1.3 Etiquette in Today’s Business worldThere exists some certain ways in which one is expected to behave in existing society.However, these ways may differ with respect to country, geographical conditions,religion and legal framework. For example, being disrespectful is generally not viewed ina positive sense in any prevailing society; but a smile is considered as a friendly way of

greeting everywhere, often without a word being said. Similar is the case withprofessional world that demands certain level of etiquette which we will discuss in thischapter.As shown above, Business etiquette is a complex combination of professional, societaland cultural rules which portray polite behaviour and respect. Also, these rules are notlimited to only face to face conversations but they are applicable to all types of interactionswithin a business in the form of – Emails Phone conversations Virtual Meetings Written Letters Interviews etc.Business etiquette is defined as ‘conventional rules of polite behavior’ as per JosyRoberts, author of ‘Business Etiquette: Your Questions and Answers’. According to him,

these are guidelines which act as blueprint for any individual’s behaviour in society.Etiquette shows sensitivity to the needs and feelings of that person with whom interactionis being made. Many aspects covered under Business etiquette of social interaction are: Communication Self-presentation Courtesy and HospitalityEtiquette is a set of unwritten rules that applies to social situations, professionalworkplaces and relationships. Good business etiquette means that acting professionallyand exercising adequate manners when engaging with others in your profession. Goodbusiness etiquette is like a valuable skill-set that will enhance your chances at successand help you land that dream job.1.4 Need for Business EtiquetteGood relationships are the basis of success for any industry whether with: Clients Suppliers Coworkers Investors StakeholdersLong term business relationships are the end result of exercising good manners.Therefore, it is important to learn that how to behave in others company and one mustnot focus only upon the technical side of business entity. Overall productivity is alsodependent upon etiquettes along with productivity measures. This is where role ofbusiness etiquette comes into play.In business, establishing good rapport is significant if one wants to progress inprofessional future, take on new clients or to impress boss. Communication skills alsoinfluence the business relationships. For example, if someone is speaking, give him

your full attention with adequate eye-contact to let them feel that you are interested inlistening to him. It is known as active listening. While speaking, be clear and crisp, andavoid jargon that your audience would not understand. One can add a smile and ahandshake so others find you pleasant to work with.1.5 Importance of Business EtiquetteBusiness Etiquette can help organisations to improve the following areas: Employee Engagement - Employee/ team morale and confidence are directlyinfluenced by good manners which enhance employee engagement at workplace. Branding – No doubt, the employees are the true reflection of a firm’s image they areengaged with. By following rules of Business Etiquette, one can brand its firm astrustworthy and reliable. No one would like to work with an organisation whoseemployees are nonprofessional and not well behaved. Team Synergy - Smooth working relationships can be easily maintained with teammembers by implementing business etiquette. Customer Care – Business Etiquette suggests the guidelines by which an employeemust treat his customers. For example, showing respect and proper considerationtowards customers is definitely going to positively influence their loyalty andfeedback towards the organization.1.6 NetiquetteNetiquette is an etiquette that takes place over virtual mediums of communication, suchas email. Today, virtual modes of communication are widely used and hence theimportance of Netiquette is growing up exponentially. It is very important for abusinessman to understand this emerging concept and implement it in workenvironments. For example, in email writing, compose emails the way like a hand typedletter. Check for correct punctuation usage and other technical errors. Also usecomplete sentences and proper grammar. Avoid using jargon, abbreviations andemoticons. Never type mails in all capital letters, as this is construed as yelling.

Knowledge PlusTips for Business Calling Etiquette Readiness: Have a pen and paper within reach. Identity and personal details of another person must be clear.Promptness while answering: Any call is supposed to be answered before fourth ring.Maintain welcome tone: Try to keep another person comfortable with the conversation and make surehe/she interprets you correctly.Revealing own identity: Tell your name immediately after “hello” to avoid any misunderstanding.Value Time: Be specific and to the point.Leaving a message: Behave politely whether you are talking to any sub ordinate or personal assistantAsk while putting on hold: Whenever the situation demands, ask gently the other person for putting on holdor not. Try to avoid it as much as possible.Be respectful: Appreciate patience of other person. While returning to the line after holding a call, appreciate him/her by saying“Thank you for waiting ”Call Screening: When you screen a call, you should say, “Who is calling please?” besides “Whois this?” The reason is that not everyone is following good telephone manners.Call waiting: It is only good as the person who uses it. Whether to use it or not is a judgmentcall.

If you find it necessary to place someone on hold due to the call-waiting signal,before changing phone lines always ask permissionCall Ending: Don’t slam the phone receiver harshly that makes an unpleasant sound.Data Source : “Telephone Etiquette” Tips, by Ann M. Sabath1.7 Cross Cultural EtiquetteFor every culture, you will find a different style of etiquette. This difference becomes thereason for many business losses due to misunderstanding caused during cross culturaldealing. But these misunderstandings must not affect a business – for example, anunintentional bad first impression can result in loss of a prospective customer whichexisted due to cultural gaps. However, knowing the right business etiquette can helpyou avoid this.When doing business with other cultures, one must be mindful and respectful of cultural differencesAny firm to succeed globally has to work with diverse cultures. However, it is not thateasy to maintain long term relationships with organizations of different cultures. But bydeveloping good codes of Business ethics, an organisation can overcome the barriersexisting in effective cross cultural business activities.1.7a Cross Cultural Etiquette Barriers in Work PlaceA. Misunderstanding - It is the foremost barrier to effective communication and henceetiquette in a multicultural environment .This is common among people of varyingcultural backgrounds whose values and beliefs are different. The misunderstandingwhich has been raised due to anxiety and uncertainty seem to continue in theirentire tenure.B. Norms and Roles - Norms are the culturally defined rules for determining thebehavior that is acceptable and appropriate in society. Individuals they themselves

frame rules for themselves and expect others to do so. Every culture has it’s ownsnorms. People working in multicultural environment mostly fail to understand thenorms of the other culture and act accordingly. Roles are setoff norms applicable tospecific groups. These roles vary from and culture to culture and in a multiculturalgroup one can find several violations of the roles. This further leads to anxiety andthe communication process is interrupted.C. Beliefs and values - Both are different from person to person. In a globalized workingcommunity each and every individual’s beliefs and values depend on the culture hebelongs to.D. Stereotyping – It implies value judgments about people, that is, inadequateinformation about the people leads to blind choices in the cross culturalcommunication. Cultural stereotypes overgeneralize or exaggerate what we perceiveabout people, and lead to increase in the anxiety. Generally these stereotypes areborn out of fear from the group we stereotype or lack of proper knowledge of thegroup. Stereotypes are the prime reason for difference of opinions about theopposite culture and leads to miscommunicationE. Ethnocentrism – It suggests that our cultural background influences our judgmentsabout people. The reason is that we have experienced only one culture for longyears and we are comfortable in it and this creates an opinion in our mind that ourculture is distinctive from rest of all and ultimately it leads to cultural gap anddisparities. In work environment, ethnocentrism is directly proportional to anxietylevel.1.7b Managing Cross Cultural EtiquetteIt is important to follow some set rules of etiquette to ensure a productive businessrelationship. Some Important points to consider are: Selective transmission Develop cultural sensitivity Careful encoding Follow-up actions Use pictures and sentences

Avoid any type of regional quotes or slangs Prefer face-to-face relationships Feedback must be decoded properly Anticipate the meaning the receiver will get. Improve listening and observation skills.1.7c Measures to overcome barriers in cross cultural EtiquetteCross cultural communication competence enables a business firm to achieveobjectives while according due respect to rules, norms, values, and beliefs of the peoplebeing affected by its functions. A business organization has to develop cross culturalcompetence in its organizational set up to overcome the above mentioned barriers.Development of Cross-cultural competence rests on 3 pillars. Components that facilitateorderly cross cultural communication are Cross-cultural sensitivity, cross-culturalawareness & cross-cultural ability.The cross cultural competence can be enhanced through the following methods:A. Cross cultural knowledge training - People need to recognize the existence ofdifferences between cultures. The differences in values, beliefs, rules, perceptions,employees should be given training to generate awareness.B. Language Training - Language barrier is the greatest problem existing in multicultural type group. Language training must be given for those who have morechances of coming into contact with people from other countries.C. Enforcement of mutual benefit policy - Organizations should insist on mutual benefitsfor all existing cultures in the work place.ACTIVITY 1Think and write atleast 10 Etiquette Tips which you think are necessary duringA. Business emailsB. Job InterviewC. Business MeetingsD. Dining?

1.8 Business Manners“Good manners will open doors that the best education cannot.” – CLARENCETHOMASFollowing are the seven elements of business behavior in different situations –1. Work Etiquette2. Personal Meetings3. Phone Etiquette4. Dining Etiquette5. Correspondence Etiquette6. Business Gifts7. Introductions and First Impressions1.8a Work Etiquette - The following principles are generally expected in every workenvironment:A. Be on time. Complete work assignments timely and arrive to work and meetingstimely.B. Understand the unwritten rules of business.

C. Be courteous.1. Be loyal to your organisation that is work for organizational goals with full dedication.This will also create new opportunities for you as an employee. So place organizationaltasks over personal motives.2. Keep your supervisor informed and work within specified time limits.D. Appear as professional as possible. Dress for your next job/promotion. Being wellgroomed and clean is essential.E. Generally people resist taking any task which involves new type of challenge andresponsibility. Therefore, one must adopt a yes attitude towards every task.F. Be flexible.1.8b Personal meetings – Our social skills are defined by two types of behaviour i.e. Verbal Non-verbalFor example, Effective handshakes, proper eye contact etc. are part of good manners.A. Handshake must in social meetings.1. Handshake must be comfortable.2. Handshake should not be too hard or too soft.3. Person with the most authority usually initiates it.B. Another must factor when meeting people is eye contact.1. It shows respect for the person.2. It shows confidence.3. Eye contact increases trust.4. It shows good interpersonal skills.

C. Introductions help to build rapport1. Introduce people in the order from: Young person to old aged, junior to senior authority, non-official to official one, Coworker to customer.2. Keep the introduction simple and clear.1.8c Phone Etiquette – Telephone etiquettes are as important as personal interactionsand very important these days because most of business relationships today are builtduring telephone conversations.A. Always try to return your calls on the same day.B. Be to the point.C. Never put someone on hold more than 30 seconds.D. Maintain phone log for retrieving valuable information when needed.E. Whether in person or on the phone, listening is essential.1.8d Dining Etiquette – These days, lot of business is conducted at a dining table atplaces like restaurants and clubs. If you are not at your workplace then it does notmatter that etiquettes don’t come into play. One must understand the way to conductoneself when being entertained or when entertaining.Guidelines to overcome dining anxiety1. Avoid alcohol even if others are drinking.2. Always prefer to take opinion of others.3. Avoid ordering the most expensive or the least expensive dish on the menu.4. Whenever possible let the host take the lead.

So it is not that difficult as it appears for the first time.1.8e Correspondence Etiquette - Correspondence Etiquette includes follow-up meetingtype of interactions but with written correspondence to a business contact.A. A note of “Thank you” must be written within 2 days after interaction1. Proper steps and rules must be taken into account while writing effective businessletters. So for any type of letter, always follow the following a. Always sign your letter.b. Address women as "Ms." Without considering the marital status.c. Check for mis-spellings and typos.2. Business papers mostly contain the following three elements:a. Opener – It must be simple and convey the essence of message.b. Justification - It justifies what you are looking for.c. Closing - Close the letter, by seeking that other person will act on your behalf.B. E-mail etiquette, although new, have some guidelines as mentioned below 1. E-mail is appropriate to use, but all text must not be written in capital letters. It usedbe used only to highlight important words.2. Subject line is the heart of an email. Don’t forget to write it properly.3. Subject line must convey the entire purpose of writing email in first reading.4. Watch for typos.5. Grammar and spellings must be correct.6. Use a signature if you can.

1.8f Business Gifts – Business Gifts were not that frequent in older days but are gettingmomentum nowadays. One reason behind that can be western influence of work cultureon business behaviour. Gifts are the best ways to express or show concern to anotherperson that matters. In business world, that person can be your: Client Boss Colleague Supervisor/Mentor/Guide Stakeholder Any public or private Institution etc.Limitation of Business Gifts Also, Business Gifts can sometimes create awkward situations where the purposebehind giving gifts remains ambiguous. For example, by choosing a gift that is tooexpensive communicates a wrong signal and can easily lead to ethical issues.1.8g First Impressions and IntroductionsWhile meeting business contacts, an effective and positive first impression can begenerated only via good etiquettes and pleasing behaviour. Some points worthconsidering are Manners and good business etiquette practices Appropriate attire Physical appearance The right verbal and non-verbal communication skills.Some general guidelines are written below which can improve Business Etiquette whilefirst meetings:a) While introducing yourself, state your first and last name.b) At a function, wear nametags over your dress up generally on the right side.c) Don’t forget to smile.

d) While introducing you to someone, proper eye contact is must. It shows yourconfidence level and tries to maintain it until the introduction ends. Eye contactalso sends an impression that you are pleased to meet that person.e) It is good to make an ending line to end conversation properly. For example, youcan say “Nice to meet you”, “Good to see you” etc as an ending line.Knowledge PlusWorking wonders with “Good morning!”The world of courteous behavior reserves a special corner for actions that are nice.Etiquette doesn’t require you to issue a friendly greeting to everyone you encounter, butmost people, including perfect strangers, consider those greetings to be unexpectedand, well, nice. In a hotel, for example, as you make your way toward your room, youcan certainly give a friendly nod and a “Good morning” to the people you pass on yourway to the elevator. When you’re inside the elevator, a cheerful “Good morning” is a lotnicer than a silent scowl. The hotel doorman may appreciate your greeting along with,perhaps, a comment on the weather. And when you enter a taxi, saying “Good morning”sounds a lot better than just sliding into the back seat and barking out, “Grand CentralStation!” Using consideration and everyday common courtesy can brighten everyone’sday!1.9 B2B EtiquetteThe art of business etiquette has both written and informal rules. Your company, forexample, may have a written dress code policy outlining what you can wear forbusiness casual. Opposite to written codes of conduct, there exist some informaletiquette skills which cannot be imposed on an employee. These informal etiquette skillsare unwritten but guide us how to behave in social interactions. It is always goodpractice to experience proper business etiquette with everyone we meet. Goodbusiness etiquette can be just as important to your career as technical skills.1.9a Five Golden Rules of B2B Etiquette - To get started on the right track, stick to thefollowing list of behaviours and you are likely to win respect, cooperation and possiblyeven career advancement -

1. BE ON TIME. In fact, be early and never keep your clients and colleagues waiting. Toa busy businessperson, lateness signifies a sense of lacking interest, commitment,competence etc.2. PAY ATTENTION. Look at the person who is speaking, take notes, stay alert and donot be distracted by your mobile, tablet or laptop.3. STAY THE DISTANCE. If the meeting is booked for an hour; set aside a full hour inyour schedule.4. THE MAGIC WORDS. ’Please’ and ‘thank you’ are among the most important andmagical words in the English language. Business relationships can be difficult tonavigate but simple courtesies will help you find your way.5. MEET & GREET LIKE YOU MEAN IT. A smile, eye contact, and a good oldfashioned handshake are essential ingredients when trying to make a good firstimpression. Say the person’s name, and remember it for later.Knowledge Plus10 Tips for Business Email Etiquette1. Write Meaningful Subject LineThe subject line must represent the essence of your email. Try to keep it short.2.Choose Right RecipientsGenerally business emails are to be shared with more than one person. Here, itbecomes important to choose that which recipients will go in “cc” or “bcc”.3. Greeting at beginningLike physical conversations, email messages should also begin with a proper openingline. Common greetings include the recipient's name, "Hello," "Good Morning" or "GoodAfternoon."4.Write Clear And Concise MessageBe specific and to the point. Don’t write a sentence that may create vague ideas inreader’s mind. Add pictures and references as per need.

5.Scan AttachmentsThis is one of the biggest issues of sharing huge files via emails. The problem is thatsometimes severe viruses or Trojans get transferred from one system to another viaemails. So one must protect them by scanning fully through authorized anti-virussoftware.6.Avoid Using EmoticonsThese are generally regarded a part of casual way of sharing lines primarily for onlychat purpose. In business emails, there is no big room for emoticons and these must beavoided.7.Avoid Sending the Inappropriate JokesTry to use business sharing platforms only for the purpose they are meant for that is toshare information only and only pertaining to your business and organisation. Forexample, sharing emails of motivational type or general news updates are not alwayswelcomed in a positive sense.8.Use Email SignatureTry to make a business sign after the closing line in your mail. It may cover your : Name Contact No. Name of the organization you are working with Name of Department Brief address of your Organization9.Respond to Emails in Timely FashionSome emails ask for a time bound reply. Also some emails can be top most priority forsomeone else; one must consider and reply that type of mails first and as soon aspossible.10.Know When to Email and When to CallSometimes the issue or problem is such that telephonic conversation or face to facemeeting must be preferred over sending emails. It is also seen today that too muchrelying on email sharing has decreased overall effectiveness.

1.10 Effective Customer CareCustomer service skills form an important part of the business etiquette. The answer issimple that customer is regarded as God and hence his requirement is utmost priorityfor an organisation to serve. To achieve this, the Organisation’s representative must beversed with certain customer service skills as mentioned below:Below we will cover the 14 most-needed skills to be a leader in customer services1. be tolerantBeing tolerant here means that not every customer will always be in good mood andservice provider can’t always expect his/her customer to be well mannered. Now thereality is that a service provider has to deal with all behavioral variants of customerswhich make following skills mandatory for him – Have patience Understand problem clearly first Tolerant Never lose your temper with customer2. ResponsivenessThe thumb rule is that one cannot provide a permanent and efficient solution until oneunderstands the problem clearly. Same applies to a customer service person, which isexpected to interpret actual issue from customer responses and then act accordingly.So being attentive is must skill in business world.3. Good Communication SkillsThis is a skill required at next step in customer service process. For effective customercare, only understanding the issue will not solve our purpose. The process will getcompleted when the customer will get the right solution from the service provider asexpected. For this, one must be competent enough to share information in way in whichanother one can easily grasp it.

4. Product Knowledge“To help someone, you must first know how to do it by yourself.” The same thing appliesto customer servicing that the service provider must know each and every minute detailof his firm’s items. However, this skill can be complemented by using firm’s productknowledge handouts where basic details of each item are specified.5. Power to Use "Positive Words"Wording and language used for communication matters a lot in business conversations.Customers usually develop a kind of organizational image from this factor.6. Acting SkillsAs written above, sometimes as a customer servicer you will be encountered withstubborn type of customers. These people are almost impossible to please andgenerally they try to throw out their personal anger on you. In this case, responding inthe same context will never solve the problem. Here, some acting skills come to playthat help the customer think that he/she has gained victory over you.7. Time Management SkillsEvery day, the customer service providers are overwhelmed with numerous complaintsand grievances which ultimately results in increased workload. Here comes the role oftime management into action which becomes a must skill in today’s businessenvironment.8. Skill to "Read" CustomersReading is an important part of the personalization. Lacking this skill will lead tofollowing problems of: Confusion Mis-interpretation Wrong responses

Always try to figure out the customer traits like his current mood, type of personality hehas, patience level, comfort level with language etc.9. Calming PresenceCustomer service is a kind of job where customer behaviour is totally unpredictable andother party has to stay calm in any condition. So a sense of calmness is expected fromservice provider end. This type of behavioral skill is important because sometimes youhave to influence others also to maintain peace even in hectic or messy situations.10. Goal Oriented FocusThe prime purpose of customer service is to give information to the customer he wants,but this help is always restricted by certain norms and policies of any business entity.The essence is that in the zeal for satisfying each and every customer, the assistingperson should not go beyond the company’s set rules and regulations. Rather he mustfocus on the goals and objectives set by the firm for which he is getting paid.11. Ability to Handle SurpriseIt is possible that one day you as a service provider encounter entirely a new type ofcustomer problem which even may be out of your help domain. In that case, it is notethical to end the conversation blindly that is you must atleast try to guide the customerthat how he should approach for this issue.12. Persuasion SkillsExperienced customer support personnel know that oftentimes, you will get mails inyour box that are more about the curiosity of your company's product, rather thanhaving problems with it. Here, comes the role of persuasion skills which a serviceprovider must have to convince the customer that the products of his company are ofgood quality and reliable.13. Tenacity

A sense of good work ethic and a willingness to do what needs to be done (and not takeshortcuts and easy means) is a key skill when providing the kind of service that peopletalk about.14. Closing AbilityThis skill set is required at the end of customer support process. It includes satisfyingthe customer that information has been properly delivered to him and he is completelysatisfied with the responses obtained.Your willingness to do this show the customer 3 very important things that:1. Service provider care about getting it right2. Service provider is willing to help you till the time you get it correctly.3. The customer is the king, who will determine “what is right or wrong?”For example, when a customer says “yes, all done” only then the support executive issupposed to close the call. Even some business organizations take feedback for it viaemails.1.11 SummaryThe lesson deals with introducing students to some of the concepts of BusinessEtiquette. It is a combination of professional, cultural and societal rules which highlightpolite behaviour and respect. It covers all expectations in the interaction between anytwo business professionals. The role of cultural diversity in business environment is veryimportant. Every day deals are lost because of misunderstandings, even betweenrelatively similar cultures. However, knowing the right etiquette can help you avoid thisand save you a great deal of wasted time and money. Any firm to succeed globally hasto work with diverse cultures. However, it is not that easy to maintain long termrelationships with organizations of different cultures. But by developing good codes ofBusiness ethics, an organisation can overcome the barriers existing in effective crosscultural bus

1.4 Need for Business Etiquette 1.5 Importance of Business Etiquette 1.6 Netiquette 1.7 Cross Cultural Etiquette 1.7a Cross Cultural Etiquette Barriers 1.7b Managing Cross Cultural Etiquette 1.7c Measures to overcome barriers in cross cultural communication 1.8 Business Manners 1.8a Work Behavior 1.8b Meeting People 1.8c Telephone Etiquette

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