Minding Your Manners

Today, a lot of people seem to forget about the proper etiquette in the workplace simply because the vibe is very friendly. They get too comfortable to the point of forgetting the proper behavior. This has to stop, especially for those who are vying for a higher position.

Little things they may appear to be but they have a huge impact on work relationships. It would be to your great advantage if you are aware of the common blunders. Here are some of the most basic business etiquette to practice in the workplace:

Greeting. In meeting new people, instead of going for the “beso-beso,” choose to shake hands. Some people do not like rubbing cheeks with strangers, but that does not mean that they don’t want to be friends. A warm and firm handshake will do well for anyone, from the rank-and-file to the bosses.

In greeting guests/clients, specifically couples, greet first the person of the same gender as yours before the other with the opposite gender. This might not be a big of a deal, but we have actually witnessed a client complain regarding a staff ’s behavior when she (the staff) greeted the client’s husband first before her! To avoid the same problem, it’s better to start the greeting for couples toward the same gender first.

Introducing. When introducing one person to another, always introduce the person with a higher position, or of importance during the occasion before the other one. When you are the one being introduced, offer a handshake, or repeat the name of the person you are being introduced to, to acknowledge that you are enthused over meeting them.

When you are giving your calling card, hold it with both your hands as you hand it over the other person. When you are given a calling card, don’t pocket it immediately, put it in your wallet, or stick it somewhere it should not. Read a few words first, preferably the whole name, and then thank the person for receiving a copy of their card.

Chatting. There is no problem in chatting with your colleagues as you can treat them as your friends. Share stories all you want, as long as you do not badmouth or gossip about another employee—as you don’t know who is close with whom and the employee you are gossiping about is just there every day. He/she might be absent for now, but how about tomorrow? Keep everything warm and clean.

If you are talking with a supervisor or a boss, always show respect even if the conversation is getting friendlier by the minute. Do not cross the boundaries of personal and professional life. Do not ask private matters, unless it is opened by your boss. Do not dominate the conversation.

Remember that you are inside the office. As much as possible, if you wish to talk and share stories with anyone in the office, wait for break time!

Receiving calls. When receiving client calls, observe the three-ring policy: You have to answer the phone within three rings. Do not have the client or caller waiting for a receptionist to answer their call. Also, if you wish to put your caller on hold, ask for their permission first, and then put the call on hold. If your phone does not have a hold function, clasp your hands around the microphone area so your caller does not hear whatever you are saying while they are on hold. However, even if you are covering the phone, resist the urge to badmouth your client as it can lead to a tragic ending.

Sharing things over the Internet. Social life of someone with a busy lifestyle is mostly Facebook. Many people share what they are about to eat, where they are, and what they are feeling. However, always remember that as an employee of your company, you represent its image, especially for those who have indicated their companies under their information section. If so, it would be prudent not to share lewd comments and posts, post negative opinions, or badmouth clients on your page. You can also just quit posting negative things over Facebook, in general. Let’s just keep things clean over the cyberspace to avoid conflicts and preserve what’s left with your image.

What was discussed is just a small part of the many rules of conduct that you should observe. In today’s hypercompetitive environment, the difference between being a big winner and a loser may be something as seemingly trivial as business etiquette. Those who take a little time and effort to be on their best behavior will surely see an improvement in their business relationships.

*Originally published by the Manila Bulletin. C-6, Sunday, July 12, 2015. Written by Ruben Anlacan, Jr. (President, BusinessCoach, Inc.) All rights reserved. May not be reproduced or copied without express written permission of the copyright holders.