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.

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.

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.