The business environment is the perfect setting to observe evidence that a number of etiquette practices remain unchanged, several are carelessly untrained or forgotten, and in the case of technology, the strongest proof that protocols need to frequently adapt. As I was developing this article others were eager to share stories with me, I will share two that prove that while we allow ourselves to become instantly accessible; we are unmindful to how discourteous we can be to those around us.

Example A - A client booked a 2 hour appointment with his financial account manager and during the scheduled time the client answered his cell phone and proceeded to conduct business over the phone.  This one action interrupted the valuable time of the account manager and forced the meeting to go beyond the allotted time and caused a delay for the next scheduled appointment. If he was being charged an hourly fee by the financial account manager my bet is; he wouldn’t have taken the call.

Example B - While giving a speech during a luncheon, the keynote speaker was distracted by a woman sitting at the table directly in front of his podium. She received and sent continuous messages with her BlackBerry ™ device.  It was uncomfortable for the speaker and the other guests at the table because sadly she was his colleague.

Here are a few basic guidelines and suggestions on tech-etiquette to implement within the business environment.

1. Inform the appropriate person prior to the beginning of a meeting, luncheon, etc. that you are expecting an “urgent” call. Sit nearest the door. Use ‘vibrate’ only. (Because ‘vibrate’ can be distracting, keep your phone worn on your body or below table level and leave the room before taking the call.) Only leave to answer the one expected call.
2. Never respond or check messages in meetings, luncheons, trainings, appointments, business conferences. Turn off all devices or transfer calls to voice mail. (Step away to a private area after the event or during a break to respond.)
3. Remove wireless earpieces.
4. Keep conversations short and at a low volume when there are others within a hearing range of 10ft. (e.g. Standing in line-ups, during intermissions)

5. Never place your BlackBerry™ or cell phone – that is not turned completely OFF –on  a conference, meeting, training, dining table, or on someone else’s desk. (Leave ‘ON’ only if everyone understands that you need to be reached by someone who has not yet arrived.)

Staying connected with your clients, associates, and resources is important to the strength of your business, by being an exemplary model of proper tech-etiquette you can further enhance your image and those you represent. Don’t forget that when you leave the office for the day, for your own sake and that of your friends and family, leave the office in your pocket.

Could you please send your team to pick me up and take me on a 1-2 year world tour to meet and mentor with the best of the Special Event Designers and Producers?  I want a sneak peek into the underbelly of what it takes to organize a Presidential Inauguration, Coronations, the Academy Awards, and other high profile affairs.  I’d like to travel to the Middle East to understand the intricacies of developing an event for a Sheik, follow the Olympic Organizers from one city to the next, and be present to better understand  the cultural preparations of powerful  traditional ceremonies that mark  a right of passage, a wedding, or death.  I will need a photographer as we chronicle this most desired adventure and create a book that can then be on Oprah’s Book of the Month Club.

The Special Event industry is so misunderstood, and I would like to bring attention to the challenges, skills, and research it takes to be a true industry professional, and the importance that anthropology, sociology, and psychology play  in the development of every event.

In your January 2010 issue you headline in bold print: How to Get What You Really Want This Year.  This is what I really want, so I am being bold and just asking for it. I too want to Live my Best Life!

Thank you for your time and consideration.

1.    Spreading the word about your organization by using Twitter, MySpace, and Facebook will generate interest to a larger and more global demographic.
2.    Reducing your dependence and expenses for direct mail using  Email and the web will better communicate your message and generate donations.
3.    Donors with an email address are more valuable- even if donors want to respond by mailing in their donations.

4.  Having online payment options is  convenient and provides much quicker results.

5.  Using cutting edge technology demonstrates that you are maximizing your efforts for the betterment of the organization.

1. You need to begin by thinking like a guest at a cocktail party where you know no one.

2. Politely introduce yourself to someone and create a discussion.

3. If there is mutual willingness to share conversation stay with them and they will begin introducing you to people you should get to know.

4. There is no worse guest at a party that one who talks only about them self.  Politely create an interactive discussion based on learning about each other.

5.  If you do not connect in a mutual interest, move on and begin networking the room.

6.  Just like at any cocktail party; in turn you must learn to introduce your contacts to people that may benefit from meeting them.

7.  Have something to offer: tips, advice, new items, trends etc.

8.  It is not a contest to get the most Followers, it is a format to broaden your relationships,  to  connect and share with a global network of people, and to get you out of the office…sort of.

Play with this formula, along with your expertise; you should be able to determine a reasonable fee that calculates your worth.

Your Highest Annual Salary (or what you would like to make) __________________

Divide by 50 (weeks per year)____________

Divide by 5 (work days per week) __________

Multiply by 2.5 (for expenses) _____________

For an hourly rate, divide by 8 ________________ (round up to the next $5 for the min. daily rate)

Total ____________ (round up to the next $1 for min. hourly rate)

Per Diem_____________

Hourly Rate __________

Some months later I began receiving significant business opportunities and although I wasn’t certain, I wondered if it was her magic wand of “Random Kindness” that had been wielded in my direction. The actions that bring achievement in business can be measured by diligence, patience, error, luck and in some instances; by the kindness of others.  I was correct in my assumption that it was her that passed on the opportunities that have assisted to further validate my skills.

Why am I telling you this?  Perhaps it is time to randomly practice appreciation to those that have helped you succeed in business. We are often supported by dedicated employees, faithful clients, trusting associates, and casual acquaintances but do we make the effort to show or tell them how much their support has helped in the growth or success of our business?  Of course in shameless self-promotion I would encourage you to host an appreciation event for them however, I would like to emphasize that extravagant events are not always necessary.  The simplest tribute in the form of a spoken word, or perhaps a card can cultivate the truest form of appreciation and contribute to a positive corporate culture.  Even better if they are then encouraged to pay it forward.

In the earliest stages of my own business development I was met with some not so encouraging results when seeking advice from my industry competitors, and at that moment I vowed that I would never deny assistance to anyone attempting an event planning career. That one decision has me answering inquiries and mentoring potentially future rivals quite frequently, but this one ethical practice has given me the pleasure of paying forward my knowledge and guidance.

Anyone that has helped you along the way would be touched to know they meant a difference in your business.  In my own circumstance, I took Ms “Random Acts of Kindness” for lunch and told her how much I appreciated what she had done for me. During our lunch I mentioned how refreshing it was to meet someone in business that was not embarrassed to apply these values in a business landscape.   Knowing her philosophy helped me when I bought her a gift of gratitude. Inside the bag I included a smaller wrapped gift, knowing that when the time was right she would continue to Pay it Forward to some other deserving person at work.

2. Catch-up is not a condiment, it is a temporary impediment.

3. Complaints are solutions in their infancy.

4. Work as though you are renovating, constantly upgrading your value.

5. There is a journey and a destination where you always end up back at “Change”.

As Published by: The Planner August 2008

At some point during your business career you will be attending or will have someone representing your company at a variety of events.  Whether it is a gala, luncheon, or perhaps a private function at the boss’s home, being a good guest is more important than you may realize. The following guidelines will assist you:

1.  RSVP – Reply to any invitation within 5 days.  If a last minute change is made, call ahead to inform the host of name changes, dietary concerns, delays or cancellations.

2.  Dress Codes – Dress appropriately for the occasion and ask the host if uncertain.

Business Attire – Suits and dresses

Black Tie/Black Tie Optional – Formal wear

Business Casual – Trousers, khakis, long-sleeve shirts, sweaters

Jacket and Ties required – Sport coat and tie/ blouse and slacks, blazer

Comfortable Casual – No athletic wear unless stated

3. On Time Performance – Always show when requested, you demonstrate a lack of respect to your host and other guests if you are late. If you do arrive late politely apologize without excuses.

4. Civility in Networking – Visit the washroom before the function and wash your hands. Always shake hands with host and other guests on arrival and departure. Hand out business cards and keep them on the table until the meal is over.  They are a good reference for you and considered rude to put them directly out of sight.

5.  Polite Introductions – Never fail to introduce people around you, even if you have just met them.  When appropriate, introduce lower ranks to higher ranks including their name and job titles.  If you wear a name badge, it should be placed on the side you shake hands with. (The eye will travel up the arm to the name tag.)

6.  Inappropriate Topics – Avoid topics on health matters, personal finance, and gossip.  Also steer clear from inappropriate humour, foul language, divisive and sexual topics.

7.  Courtesy in Conversation – Listen, listen, and listen.  Never interrupt or try to prove a point.  Look at the person without being distracted by someone you would rather be speaking to. Mention the other person’s name at least once during your conversation.

8.  Mind your Manners – Allow others to take the best seat, begin eating when everyone at the table is served, and never drink more than 2 alcoholic drinks. Don’t forget please and thank you to other guests and serving staff.  Familiarize yourself with how to use glassware, cutlery and plates, place fork and knife in 4:00 position after meal, leave napkins on chair seat when finished.

9.  Tech-etiquette – Unless you are on call, for the duration of your function, you should not be available.  NEVER acknowledge or send a message during a business function or event unless you leave the room to do so.

10.  Show Appreciation – Before departing, thank your host and then send a thank-you note.  In addition, send a note or email (either is appropriate) to those you met at the function to acknowledge your conversation.

The value of business etiquette demonstrates you care about detail and although there are finer details to apply to these suggested guidelines; it is important to understand that careless practices reflect on you as an individual, and can have unfavorable implications on the company you represent.