Kay Hunter - Imagine . . . The Possibilities

Business Etiquette: Tips For Today's Workplace

While we may be living in casual times, manners and etiquette are still an essential part of our interactions with each other, particularly in business. As social media platforms have risen in popularity, the lines have been blurred somewhat as to what is considered appropriate. Here are a few tips to keep in mind as you navigate through your professional life.

Business Etiquette: Tips For Today's Workplace

1. Thank You Notes

Do you remember the last time you sent a thank you note to a potential client with whom you've met, a prospective employer with whom you've interviewed, or had a face-to-face meeting with a new business partner? It is still an important step that is frequently overlooked. Write a thank you note; you'll stand out.

2. Be Judicious With Your Photos

Social media, as I mentioned, has created a new landscape for blunders. Often we may take pictures at work functions, but tagging a colleague in a photo without their permission will not win you any points. Always ask if you intend to post the photo anywhere public.

3. Look Up

We've discussed smartphone etiquette before, but it bears repeating: be fully present with the people you are meeting with. Turn off your phone, look up, and make the person who is speaking feel like what they are telling you is important enough for you to give it your undivded attention. Eye contact is still important.

4. Acknowledge People -  everyone

Learn people's names. That includes everyone from the receptionist to the CEO. Acknowledge each person's contribution to the successes your business. When people feel valued they will likely be loyal. Get to know them and convey your thanks for the work they do.

5. Be Careful With Criticism

You may not always agree with your colleagues on how a situation is handled, but harsh judgment is not right way to address it. It's so easy to tweet or post publicly your criticism, but once it's out there - you can't take it back. Rise above the situation, remember that people are doing their best, and be positive. Ask yourself, "if someone said this about me, how would I feel?" Let that be the litmus test for how you handle yourself in these situations.

Don't Be Dumb With Your Smartphone: Etiquette Tips

It seems everyone has a smartphone these days, and they are helpful in so many ways. There are times and places, however, when turning your ringer off and tucking your phone away will go a long way toward polishing up your image.

Here are a few places and situations that cry out to be smartphone-free.

1. Business Meetings - in person AND video:

Sitting in a meeting while something is being presented and ideas are being shared, is not the time to be trying to beat your high score on Angry Birds. Also, place your phone on vibrate and OFF the table where you are sitting. A vibrating phone on a table can be every bit as disruptive as a loud ringtone.

If you are sitting in a virtual meeting, or a video chat, the same rules apply. Looking down at your smartphone so that the other participants only see the top of your head doesn't bode well for your business image. Stay focused, engaged, and fully present in the conversation, whether you are physically present or virtually present.

Note: Be mindful of the ringtone you choose as well. Gangsta rap or Donald Duck ringtones are likely not going to win you any points with your supervisors or co-workers.

2. Business Events - lunches, dinners, networking functions, and conferences:

These situations are more likely to involve public venues. Phone conversations, flashing notifications, and always-attached Bluetooth headsets convey to others that whoever is communicating with you on your smartphone is more important than the people communicating with you face to face.

3. Court:

If you are in court or in an attorney's office on official business, now is a good time to turn your phone completely off. The middle of a deposition is not the time to be distracted by social media.

4. Theater and Live Performances:

There is a well-known viral video of an audience member's phone ringing during a Broadway performance. The actors on stage made the owner of the cell phone part of the show by ad-libbing, thus embarrassing him for his ringtone faux pas. Would you want to be that person? Wait until intermission to check your voice mail.

Movie theaters, while obviously not live performances, are still locations where smartphones need to be tucked away. Be courteous to those around you. A bright light on your screen, a loud ringtone, and flashing or noisy text notifications all take away from other moviegoer's experiences. Take your call to the lobby if you need to make or take a phone call.

5. Weddings:

Weddings are a very special time for the bride and groom. They are joining their lives together and speaking very poignant words of commitment. It's a time when your smartphone ringer should be silenced. Also, using your phone's camera during the ceremony, in any way blocking the professional photographer, is the ulimate in rude. Save your wedding paparazzi pictures for the reception.

6. Automobiles:

Lastly, for your safety and the safety of those around you, pull over and stop if you want to take a phone call or respond to a text, play around with your playlist, or update your Facebook status. It can wait.

Holiday Tipping And Gift Etiquette

Thanking people who work directly for us and service workers is always important throughout the year.  At this holiday time of year, it is not only important but frankly expected. How much do you give your hairdresser, your child's tutor or your nanny?  Since I have discovered that a lot of people are stumped about who to remember or how much they should give, I thought this would be the perfect topic for this month.  Here is a guide to make sure you tip appropriately, but not wastefully!

Letter Carrier/Package Courier - While nothing is necessarily expected, if you have a friendly relationship with your carrier, then a small gift or gift card in the $20 range is a nice gesture. Note: Postal workers cannot receive cash or gifts worth more than $20.  FedEx allow tips or a gift worth up to $75, and UPS does not have an official policy. 

Teacher/Tutor - A gift in the $25 range is appropriate.  If you feel your specific teacher would like something your child makes, then go for it.  Although, most would appreciate something such as a bookstore or restaurant gift certificate, a picture frame, or a coffee shop gift card.  All of these should be accompanied by a hand-written thank you note expressing your appreciation.  Gifts are not as common at middle schools and high schools where each child has five or more teachers. You can also join up other parents to give a $100 to $300 gift card.

Housekeeper (Cleaning Service Provider) - The suggested amount for this provider is the value of one visit.  If you usually pay $100 per week, then give at least an extra $100 around the holidays. 

Regular Barber, Hairstylist, Trainer, Aesthetician, Massage Therapist and other Personal Service Providers - As noted for the cleaning service recommendation, consider giving a tip or gift equal to the value of one visit.  This guideline only applies to people you see regularly (more than once a month).  Otherwise, a 20% tip per visit without an additional holiday tip is standard.

Nanny/Au Pair - A tip equal to one week to one month of pay (based on tenure), plus a small gift from your child.   

Landscaper/Gardener - $20 to $50 is customary.  If he or she comes frequently, give up to a week worth of pay.

 

Dog Walker - One week's pay and/or a gift.  While tips are more customary, if you cannot afford this, give them a gift from your dog.  A hat, gloves, or a massage certificate are all thoughtful gift options.

Boss - The majority of the time, it is not expected or appropriate to buy a gift for your boss.  It can appear as "kissing up".  Your judgment is important here.  Organizing a group gift with other workers is nice, as long as it is not too expensive.

When giving a cash gift, present crisp bills in a nice card.  Your gift will have far more impact if it appears as though you took time to put it together and write a personal note thanking them for their service - versus stuffing crumpled bills into a white envelope.  You want your gift to be perceived as sincere and not an obligation.  One last thought, the new standard in tipping is 20 percent, 10 percent to 15 percent is no longer the norm. 

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Top 5 Etiquette Tips for Thank You Notes

Bottom line; do not underestimate the power of a "thank you"note. It is never wrong to send a written thank you and people always appreciate getting "thanks" in writing. To the recipient, a handwritten note is so much more meaningful than an email, a tweet or a message on a Facebook wall. Have you ever seen someone print out emails and place them on their desk for all to see?

Is there a greater return on your investment than what a card, stamp, and a few minutes of your time cost? Because thank you note sending has dwindled over the last decade, executives say when they do receive one, it really stands out! Rest assured, your friends and family will feel the say way.

Follow these 5 Top Etiquette tips and you will create greater impact with your "thank you" notes.

• DO Select Your Notecards Carefully - Select a card style and quality that will say a lot about you and your Personal Brand. Some people may prefer a simple style on heavy card stock, while others may prefer a card with a picture of something appropriate.
• DO Send To - Customers, co-workers, colleagues, speakers, and the list goes on. A note will benefit most any business situation. After a job interview, send a thank you note to the interviewer for her/his time and attention to your application. After a successful business function you've organized - send a thank you note to the keynote speaker and any other speakers, the next day.
• DON'T Wait Too Long - Timeliness is important when sending thank you notes. The sooner you say "thank you", the more impact it will have. Generally a two-week timeframe is ideal. But do not let being late keep you from writing the thank you note. If you are late with the note, acknowledge this with a brief comment and then move on to expressing your appreciation for the gift.
• DON'T Be Generic - Each note should mention the gift, service or gesture ("thanking for the job interview") specifically. Then acknowledge the effort and energy the giver put into providing the gift, service or gesture (this sentence will usually start with "you or your" - Your extra effort in coordinating the meeting was...). Finally, acknowledge how their gift, participation or service resulted in a positive effect or how the gift is being used.
• DO Be Brief and To the Point - Your thank you note should be neither too short nor too long. Two to three sentences is appropriate. As noted above, be specific. A novel is not necessary. Be sure to include the date in the right hand corner of the note card.

A time saving tip is to always carry a couple of blank note cards and stamps with you - whether in your brief case, computer bag, handbag or iPad case. Then, when you are waiting for a meeting or are in a waiting room waiting for an appointment, you can write the card in minutes and drop it in the mail box on your way out. They are another powerful business tool that can enhance your personal reputation and give your company a positive image.

What does your employee's personal brand say about your company?

We know when people speak about "personal brands" the focus is quite frequently on your employee's online presence and brand. But we are talking about being IN PERSON here.  The best networking and business deals are done IN PERSON.  As we become more dependent on online networking, we forget where the best networking and business relationships are forged: up close and personal, and through your connections.

Your team may be terrific at blogging, tweeting, posting, keeping their personal life from being found by your clients; but how do they represent your company when asked to attend a business function, seminar, conference or dinner?

Do they know how to LISTEN and make the speaker feel important and respected?  Do they bray like a donkey when they laugh? Do they get a bit too festive when alcohol is available?  What about how they speak about your company, competitors and coworkers when you are not around?

Plan a Group Image and Etiquette Session Now!

POWER PROTOCOL - Mastering Business Etiquette Awkward introductions, weak handshakes, and etiquette faux pas can affect your personal and business relationships. You will gain the knowledge to be poised and confident in business and personal situations. When all else is equal, good manners can prove to be your greatest strength. Sessions are available for groups and individuals.

Pants or shorts? How to impress during a video conference.

I was talking with a business associate last week and she described the most unfavorable video conference experience during an interview session. The top candidate completely submarined the interview. Not because of what she said but because of how she looked, how her environment looked and her actions. This made me realize how technology is demanding that we continue to hone our high tech etiquette skills.

Statistics show that over 405 million people have a Skype account and conduct video conferences. The technology of video conferencing is changing how we communicate both in business and in our personal lives. We no longer have to plan a trip to have a face to face meeting. We also don't have to fly to Missouri to visit Uncle Harold to see how he is doing. Now, people all over the world simply sit in front of their computer to see and talk to their person of interest. With technology comes another area of etiquette to learn. How do you best prepare for a meeting when the camera will be focused on you?

Holidy Party Etiquette: Do's and Don'ts to Make You Shine This Season

Over the next 30 days you will most likely go to more social events than you do in the other eleven months of the year.  If you are like most people, you find yourself stewing over what to wear and how to act. There can be so much confusion over dress code definitions (i.e. "Business Social") to the right thing to do when it comes to gift buying - for everything from gifts for your boss to hostess gift dilemmas. Whether your event is business or personal, follow these tips to ensure your holidays are stress and faux pas free.  Enjoy the season!

Business Etiquette Applies Even on a Conference Call

Most of us know how to behave in a meeting room around a conference table.  We are dressed appropriately, we sit straight, we pay attention, and we are quiet while others are talking.  We do our best not to text, check email under the table, or make comments to the person next to us.

But, what about a teleconference – the same rules apply.

Yesterday, I spent a few hours watching tutorials led by experts in his field, learning more than one should have to in a day.  I was quiet while other people asked questions, so that I may continue to learn from the answers they received.  The bulk of the first one-hour call had all 15 of us muted.  The moderator/trainer was taking us through their software, taking chat questions from GoToMeeting panel. The final 15 minutes were opened up for all of us to speak.

Unsightly Injuries Can Make Everyone Uncomfortable

Until you have a temporary or permanent visible injury or condition, it is difficult to imagine what people who do go through every day.  Recently, I had two styes for almost four weeks on my eye.  Bad timing - I was booked with clients every day and didn't have a choice but to go to work and do my job.  As an image consultant, this threw a bit of a curve my way and for my clients. I hadn’t counted on feeling so “odd”.

What I did notice is that not only was I quite self-conscience of my appearance, but also very sensitive to the reactions of others.  In some cases, people showed repulsion at my appearance.  I would wear sunglasses when possible, but as the owner of my business, I was not able to just take three weeks off to heal.

This brought up a key question:

Do I bring up my eye situation to those I encounter immediately or simply act like it didn’t exist and move on for the consultation?

Holiday Etiquette: Do’s and Don’ts to Make You Shine This Season!

Etiquette can be especially tricky at holiday time.  There can be so much confusion over the right thing to do when it comes to gift buying, for everything from gifts for your boss to hostess gift dilemmas.  Whether your event is business or social, follow these tips to ensure your holidays are stress free.  Enjoy the season!

• Don’t Bring Uninvited Guests – Unless you ask the host ahead of time, do not bring anf uninvited guest.  Be especially sensitive if you want to bring your children.  If children are not included on the invitation, the host probably wants to enjoy an adult only affair.

• Do Bring a Hostess Gift – Although it is not required by modern etiquette, it is always a nice gesture to bring a little something for the hostess (or host).  Your gift can be anything from a bottle of wine, a candle, a box of note cards, or flowers (Note: Do not bring flowers that need to be arranged, the hostess has enough to do without playing florist). 
  
  
• Buy A Gift For Your Boss: It Depends – The majority of the time, it is not expected or appropriate to buy a gift for your boss.  It can appear as “kissing up”.  Organizing a group gift with other workers is nice, as long as it is not too expensive.

• Buy Gifts for Your Staff: It Depends – This is entirely up to you, and the status of your company’s success.  If you just laid off workers or did not give traditional bonuses, it would not be appropriate to spend money on gifts for your staff. If the company is doing well, gifts are a great way to show your appreciation.  Be consistent and give the same gift to everyone.  Know your staff - most prefer gift certificates or money. Giving a gift they view as a waste of money (clock with the company logo), will not win you any favors.

• Do Cut Back – If your job and/or budget situation has changed, you can definitely feel comfortable cutting back.  It is best to let people know ahead of time.  There are other creative options that will still let your friends and family know you care about them.  You can plan an outdoor activity, frame a special photograph, make them a dinner, or bake and package up their favorite cookies.

• Don’t Apologize All Over Yourself – If someone gives you a gift and you do not have one for them in return, the situation is uncomfortable.  But, it does happen (more often than any of us would like!).  Simply thank the person and do not spend time making ridiculous excuses – and remember next year not to create the same mishap.

• Do Ask About Food Allergies – When you are hosting a party, always ask your guests if they have any food allergies or special dietary restrictions. Since I am allergic to gluten, this tip is especially important to me.  You do not have to change your entire menu, simply prepare at least one dish they will be able to eat.  If you are the guest, always offer to bring something.  This is not only polite, but you can bring a yummy dish you can eat.

• Don’t Drink Too Much – If you are the host, you have a lot of responsibilities to keep the party on track.  This means you need to count your drinks, and don’t allow your drink to be topped off every 10 minutes – you’ll think you only had one drink! If you are a guest it is never in good taste to drink too much, and take the chance of getting loud and sloppy.  Make sure you are invited back - drink in moderation.

• Do Have A Great Time – It is always a special time when you gather together family, friends, and/or coworkers.  Enjoy every minute, and do not cry or create a scene about slight mishaps that will happen.  Everything can be cleaned up in the morning!

Looking for the perfect holiday gift, Gift Certificates are available.

Kay Hunter is a personal image coach and corporate trainer, specializing in complete makeovers, business and dining etiquette, and is the president of Imagine…The Possibilities in Orange County.  She has transformed hundreds of clients into more successful and confident professionals.  Kay can be contacted at (714) 665-8866, kay@kayhunter.info  www.kayhunter.info.