SOCIAL ETIQUETTE

 Man is a social animal and rightfully so he or she must follow certain social etiquette that are appreciated by one and all. Everyone wants to be socially accepted and hence all of us want to engage in social conversations.
But many of us either become nervous, shy or find ourselves paralyzed in front of a large group of people. Due to this, we curl inwards and do not make any conversations with people. In yet another scenario, there are times when people do not realize of their inappropriate behavior in social circuit. Social etiquette tips help us to be correct with our mannerisms, communication and our behavior in general.
While conversing with a group of people, you need to be polite, humble and sophisticated. Also, use language effectively and do not forget saying basic polite words like thank you, please, welcome, sorry etc wherever necessary. When a group of people are talking, always allow others to talk and only when they finish, make your point. In case you interrupt someone by mistake, apologize and request him or her to complete their conversation.
Always ask relevant and appropriate questions. It is assumed that you are socially aware and hence asking questions that reveal that you do not know about a common topic in news may not make a good impression about you. Hence, read newspapers regularly and keep yourself aware of what I happening socially and in the world in general. In case if there is an awkward silence that you may want to avoid, comment on the ambiance of the place, on music that may be playing or on weather in general just to keep the conversation going. Remember to not pass any personal remarks on anybody you avoid any displeasure in the group. Also, do not pass any mean or sarcastic comments on people.
While you are conversing about something, remember to keep in short as nobody is interested in boring conversations. Always give chance to other people to talk as they may also want to make a point. If you have a long, in-depth conversation some people may not be interested as they would want to meet other people in the gathering too. Remember that social etiquette conversations are pleasant and short.
While conversing with people make an eye contact with everyone. Making everyone feel involved in a conversation is an art in itself. Your body language should also be polite and respectful. Also, remember personal hygiene is also an important part of social etiquette. Always carry a handkerchief with you. Smell good and present yourself well by dressing appropriately. Table manners should also be taken care of as they too form an important part of social etiquette. Also remember to introduce yourself or get introduced before you begin a conversation with a stranger. Hand shakes are usually considered formal and polite when greeting people at a social gathering.
Social etiquette is important because it creates an impression about your personality that in turn affects the perception and treatment of other people towards you. Furthermore it is sub- divided into various sections, as explained below...
      COMMUNICATION
In the world of fast communication, be it the internet, cell phone or messaging, maintaining certain etiquettes is important. Phone etiquette involves certain dos and don’ts that must be adhered to while talking to someone especially in the corporate or business arena. First and foremost, is to be courteous and sophisticated. Most people do not realize the fact that their voice can reveal a lot of their personality even if they are not in conversation face to face. However, your voice and the choice of words that you use while talking to people over the phone must be kind, polite, clear and sophisticated.
Remember that before you begin your conversation introduce yourself in case you are talking to that person for the first time. Remember to do this even when you have met the person formally but are talking over the phone for the first time as he or she may not recognize your voice. Also, before you begin the topic of your discussion, take permission of the other person online whether it is the right time to talk to them or not. Phone calls generally should not be made before nine in the morning or after eight or nine at night. Try to avoid lunch timings as well. One should always check the number before dialing. Be certain of the number you are dialing to avoid disturbing somebody else unnecessarily. In case if you do reach a wrong number, please apologize and say that you probably dialed the wrong number before hanging up.
While you are on the phone, keep the subject matter short and concise especially if it is a business related call. Generally, people like to keep it short over the phone, hence be sure that you are able to explain the subject matter or convey the message shortly.
In case you are using a cell phone and are at a public place, keep your volume low but make sure that you do not make it very low such that the other person cannot hear you. In case you are using your cell phone for business use as well, make sure that you choose your caller tune wisely. This may appear trivial but it does contribute to who you are especially to prospective clients.
Even if you know who is calling you, the correct way to answer the phone is saying ‘hello’. You may later add the name of the person who is calling you but ‘Yes Mr./Miss/Mrs.… sounds a little out of place initially in a corporate scenario. Phone etiquette involve using kind phrases like "Just a moment, please.", “Kindly be online”, Can I put you on hold?”, “May I have your name please?”, “Sorry to keep you waiting” etc. In case if your phone is busy, send an SMS immediately after ending the call or call back the person soon.
Last but not the least, it is important that you do not slam the receiver down or disconnect the call abruptly. You must make sure that the conversation has ended and possibly so by conveying it to the other person. When you need to end the conversation and hang up, do so gently.

      EMAIL ETIQUETTE
Emails have become an important aspect in any organizational communication. However, there are many employees who belittle the importance of email communication and do not follow appropriate e-mail etiquette. E-mails have become extremely important in today’s world of communication. Most of the business is conducted over the internet through e-mails. Employees need to be cautious while drafting e-mails to prospective clients. If a company or an organization is able to deal professionally through e-mails, they can be competitively smart and advanced. There are many aspects to proper and timely e-mail communication.
Why does one need email etiquette? To maintain efficiency, clear communication and professionalism in an organization. Also emails are important as they serve as evidence and can guard your company from costly law suits.
Using appropriate email communication can help your company to be professional in their approach. E-mails also increase efficiency as you can put your point forth more easily and in a much more effective manner.
One of the most important email etiquette is to be concise and to the point. Do not draft long unclear emails. Answer all the queries that a potential client has and pre-empt further questions. Use of grammar and punctuation should be perfect. Use correct spellings and do not use the SMS language. Address the email correctly to whomsoever concerned. You can use words like Dear Mr./Ms/Mrs.….Be professional in your language and do not make it sound personal. You can use templates for frequently used responses. Try and respond to e-mails faster. Answer the queries swiftly so that the client feels that he or she can trust you. The subject line of the e-mail is also important. Frame the sentence in the subject line clearly and concisely. Use proper structure & layout. Do not write in capital letters unless you want to highlight something.
Do not attach unnecessary files as it can become too much for a reader to read. Always remember to proof read your email before you send it across. Do not overuse the ‘high priority’ option and the ‘reply to all’ option. This will make the other person/team members feel that you are desperate or are trying to get attention. Remember to always add disclaimer and designation and contact details at the end of your email. This will make it easy for the receiver to contact you via phone if he or she wants to. Try and avoid any abbreviations. In case you are using any kind of abbreviations, mention the details in the bracket. Use active voice while drafting emails instead of passive.
Be cautious of the rich text option. Do not using large font size. Avoid using colorful font as well. Avoid long sentences as they can get confusing. Keep your text short and sweet. Keep your language gender neutral and avoid clarifying any kind of misunderstanding over e-mails. It is better to discuss sensitive and confidential issues over the phone or in person. Do not CC mails unnecessarily.
 
 BUSINESS  ETIQUETTE
One rule that applies universally in business is to pay attention to details and the same applies to your etiquette and manners. It is said that the success of any business depends on how much attention they pay to perfection and to detailing. Hence, you need to give importance to how you behave in a business setting.
One of the most important business etiquette is punctuality. Respecting time is the first sign of a good businessman or a professional. If you are not on time, it gives a signal that the project or the assignment that you are/will undertake will also go through delays. People who are late are often people who cannot be trusted. Be realistic when you set a time for a meeting and make sure that you are five to ten minutes early for the meeting so that you can sit and conduct yourself well before the meeting actually begins. Always maintain a planner to avoid any sort of confusion or delay for a meeting.
Yet another important business etiquette is to maintain privacy and not reveal much. Always be to the point and avoid any scope for gossip. Maintain your secrecy in any of a deal or a contract that you are signing. Avoid any sort of personal life discussion especially with clients. Do not talk much about your organization, especially negative, when meeting a client or an external stakeholder.
Politeness and courtesy are important aspects of maintaining business etiquette. Be kind, calm and polite with colleagues, team members, dealers, distributors, clients, customers or anyone in the business. Respect everyone’s opinion in the organization. Encourage ideas and consider what everyone has to say about the organization’s development. Be modest and humble in your approach to win your juniors. No one likes a boss who dictates and commands authority.
What you wear and how you dress is also important. Build a good taste in clothes and dress appropriately. Always wear clothes that fit you well and choose office colors like white, black, light pink, blue, brown, beige etc. Women should avoid wearing heavy dresses. Keep your clothing simple and comfortable yet stylish. Opt for minimal jewellery. Pay attention to accessories especially shoes and bags. Maintain a good hair style and do not wear a lot of make up. Wear some heels to give a good body posture but avoid very high heels as they are not comfortable.
Pay attention to your oral and written communication. Be it your e-mails, SMS, notes or anything else, make sure that you use correct business language. Address the letters properly and do not use casual language even if your colleague is your best friend. Always mention the details but be to the point. Even when you are talking, come to the point and avoid long meaningless discussions. Use good vocabulary and have a strong command over your language so that you can communicate your ideas well. Business has a lot to do with communication and hence, pay a lot of attention to what you say and how you say it.

         PROFESSIONAL ETIQUETTE
In a corporate world, every action and every behavior is noticed. You need to be at the best of your professional behavior. Professional etiquette is something that you just cannot ignore. It adds to your overall personality and affects your profession especially when you go for client meetings, business development, sales pitch etc.
Some of the must have professional etiquettes are as follows:
Always listen to fellow members or clients in a meeting attentively. A good listener is always appreciated. Do not interrupt anyone. However, if you do so unintentionally, apologize and let the other person finish. Do not be too aggressive while conversing. Be strong in your communication but present it calmly. Your tone should always be polite. Maintain a good body language and eye contact. While talking, look at everybody so that they feel you are not are not talking to just one person.
Keep your conversations short and to the point. Do not make it speech-like. Try and avoid getting personal at anyone to avoid any sort of conflicts. Be reasonable in your arguments and politely beg to differ in case you do. Avoid harsh tone and polish your language. Maintain your sobriety and politeness. Avoid fidgeting of any sort and do not put your hands on the face while in a conversation.
Professional hand shakes should be firm. However, ensure your handshake is not so firm that it crushes or hurts the other person’s hand. Be confident while shaking hands and do not forget to smile.
Always wear neat and nicely pressed formal clothes during meetings. Choose sober colors like white, beige, blue, brown, black etc. Women should avoid wearing dresses that expose too much. Do not wear very heavy make-up. Be neat and clean. Make sure that you have well manicured nails. Do not wear jewellery that is too heavy or chunky.
You can wear heels for a good body posture. Maintain a good hair style and tie them up for a cleaner look. Wear clothes which you are comfortable in so that you can carry them well. This is very important while you are in a business meeting or client presentation. Men should also be neatly dressed. Always polish your shoes. Keep you nails and hair short. Wear a good belt and a tie.
When you are introduced to someone, stand up to meet or greet the person, shake hands or nod your head and smile. While having official dinner, offer the seat to your guests first, in some case, clients. Be punctual and thank the host for the dinner. Initiate conversations while waiting for the food. Avoid pointing the knife or fork towards the other person while eating and speaking. Learn basic table manners to dine with a potential client or an important business meet. Avoid talking when there is food in your mouth. Switch off or put your mobile phones in silent mode while in a meeting. In case it is an urgent call excuse yourself and take permission for taking the call.