Frequently Asked Questions
Codes + Conduct: Business: American Business Woman Etiquette in Japan
Q Please advise me, an American woman, who is going to Japan and will be conducting business with Japanese businessmen.
A When doing business with a Western company, the etiquette is as one does in the home country of the company (US, UK, Swiss, etc.). If is a Japanese company, one does not have to do exactly what the Japanese do, but an understanding is important.
Gifts are usually brought especially when coming from abroad.
Shaking hands: Japanese women and men bow; it is not natural for them to shake hands. Wait for them to initiate a handshake. A smile and nod is sufficient, not a bow. When doing business the card exchange is the handshake replacement.
In business, regardless of gender, the business person enters and exits a room and sits in meetings according to hierarchy. Since women are usually at the bottom of the work and social totem pole, gentle gestures will be appreciated more than assertive gestures. Men do not really hold doors open for women or allow them to go first. Women would be more inclined to let the men go first.
The exchange of business cards is a critical part of the greeting ritual. When people meet they exchange cards, read the name and title (because it is important to know the rank) holding it in both hands. A smile and nod saying "Nice to meet you Smith-san or Mrs. Smith" is sufficient, or a bow, if Japanese. Present your card with both hands with the name facing the addressee to read. This is in lieu of a handshake. Cards are kept on the table during a meeting. Don't take a card and stuff it in your pocket or bag, it is simply not done.
Codes + Conduct: Business: Announcing Co-workers Death
Q What do you do when an employee passes away, how do you inform your business partners of that???
For example, our co-worker used to work outside and she passed away and we want to inform the people that she scheduled an appointment with us, that she won't make it, that she passed away, but we need to know how to do it, by letter (what to write), by phone??? What is better?
Thank you,
Daniela
A It would depend upon the time frame. If you need to get the word out right away, why not email the information and ask for an acknowledgment that the receiver got the message? It is simple to just add under the message, "Please click reply so that we know you have received this message." If the time frame is not as urgent, then by all means send a letter. Phoning the information is not such a great idea because nobody likes receiving the news of a death by voice mail. In your email or letter you would copy the information from the obituary in the newspaper because that information has been given to the newspaper by the family and is therefore deemed accurate. The obituary also lists the time of the service and where acknowledgments should be sent, in case anyone wishes to send flowers or a note of condolence. You could start the communication by saying, "It is with great sadness that we announce the passing of our loyal and esteemed employee, ........", then paraphrase the newspaper information from the paper. Even if you think that you know more, it is always safest to stick to the story that the family is putting out. You might also add that she will be greatly missed.
Codes + Conduct: Business: Asking for a Recommendation
Q What is the etiquette for asking for a letter of recommendation?
A In our busy world, it might make more sense to telephone the person you are thinking about asking to recommend you because, if the person does not have the time or inclination to write a letter on your behalf, he might take his time getting back to you with the bad news, if he gets back to you at all. During the telephone conversation you might tell him the following: you will send him your resume along with copies of other letters of recommendation that have been written for you and the telephone number of your superior to verify your responsibilities. If the person really likes you and you sense that he will take the time to write a good letter, he may say he only needs your resume to help him with his letter. When you send him what he needs, you might include a stamped self-addressed envelope for him to send you a copy of his letter of recommendation for your files. I am assuming this is a business recommendation because you did not specify; a social letter of recommendation would be handled differently. Don't forget to write a covering letter thanking him for taking the time out of his busy day to write on your behalf.
Codes + Conduct: Business: Best Tips for Professional Women
Q What are the best tips for a young woman entering the field of banking?? Also, I could not get the "How to Know What to Wear" section to show on this page. Great general information!! Thanks.
A I'd give a woman going into banking the same advice I would give any other woman entering the work force.
Dress conservatively (you can still be trendy, you just shouldn't wear anything too short, too tight, or too low cut).
Don't use the word "like."
Be straight and to the point when addressing co-workers and clients.
Don't ever kiss another co-worker.
I think those are a few areas where women tend to go wrong in the workforce. Any other advice I would give would be broad advice for anyone going into banking...
Codes + Conduct: Business: Black + Blue Ink
Q What color ink should be used when signing a business letter?
A It depends. For a business letter you would use black ink; however, you will find that many boutique businesses and private clubs use dark blue and therefore dark blue is seen more and more in the body of a letter, as well as in the signature.
Codes + Conduct: Business: Boss Hates Boyfriend
Q How do you respond when your boyfriend comes into your work place to pick you up for lunch, knows he is 10 min early, says he is 10 min early, says he'll come back in 10 mins and your boss says to him "No make it 15 min, leave, go now and keep yourself busy?" It was said rudely and then after he was gone the boss says to me "Kelly I'm getting sick of him, he's becoming a pain in the a*s". And this is only the third time he has come into my work place. The last few times he's come in, is because I've gotten stuck working late, he waits patiently and says nothing. Please help.
A From now on you might meet your boyfriend at a designated place near your office, and that would defuse the situation.
Codes + Conduct: Business: Butting In Interrupters
Q What should you do about a co-worker that constantly butts into other people's conversations? Also, when you are talking to this person, they always interrupt what you are saying.
A Unfortunately, there are lots of annoying people like that. People who do not know how to conduct a conversation because they butt in and interrupt. Those people were never taught codes of conduct. Respecting boundaries is an important element in conversation. Often the person is an only child and never had to compete for a parent's attention. Set your boundaries and don't let that person get away with it. When that person interrupts, butt in and say, "Excuse me, I haven't finished making my point." When they butt in, just say, "Excuse me, but would you please give us a couple of moments alone and I'll come and find you." If you are ultra polite and crystal-clear in setting boundaries of acceptable behavior, the co-worker will slowly learn the right way to get your attention.
Codes + Conduct: Business: Can Male Boss Lunch With Female Employees
Q What is the etiquette about male bosses lunching with their females employees?
A Nowadays, many corporations have codes or behavior that are written out for coworkers to abide by. We never really know what goes on between two people in a relationship and, therefor, it is none of our business. Unless you are the superviosr, back off. Stop gossiping. Nobody respects a busybody. Nowadays, men and women have all sorts of realtionships in business that might have social connections as well.
Codes + Conduct: Business: Computers: Food
Q I work in a pool where there is a lot of sharing of computers. Some of my co-workers snack a lot while they work and often when I go to use my computer I find crumbs on my keyboard and greasy finger prints on the screen and keyboard. How can I get my co-workers to stop leaving their greasy fingerprints and crumbs in my work space? It is also unhygienic.
A Find an eco-friendly spray countertop cleaner and place it alongside a box of aloe free tissues with a small sign on it that says, "Please gently wipe off the keyboard when you log out." That kind of sign and system works amazingly well at gyms. Most people have learned to wipe down the gym equipment under the watchful eye of other gymrats. The key to making this work is to have the sign, spray, and box of tissues in place at all times.
Codes + Conduct: Business: Corporate Party on Hannukah
Q Is it improper or disrepectful to plan a corporate holiday party on the first night of Hannukah?
A The date of the corporate party might be predicated on many varying factors, for instance the availability of the caterer, the availability of the corporate officers who in theory are hosting the party, and whether or not there are other business conflicts; someone was not thinking or it was the only date they could find to please the boss and the caterer. Remember next fall to voice your concern well before the party date is set.
Codes + Conduct: Business: Co-worker's Neck Hair Stubble
Q One of my female co-workers has neck hair stubble from where she shaves her neck and face. Everyone at the office notices it, but no one has ever said anything to her about her getting it waxed. I am thinking this is a situation where no one should say anything to her. What do you think?
A If this female co-worker was a good friend, would you tell her she had spinach between her front teeth? Whoever tells the co-worker to shave her neck hair stubble would have to be a very good friend. If you are prepared to reach for that kind of friendship with her, I am sure she would greatly appreciate your suggestion to have it waxed.
Codes + Conduct: Business: Cubicle Etiquette
Q What would be some guidelines for office "Cube" etiquette in a 'casual dress' business atmosphere?
A No eating smelly foods in your cubicle because the whiff of the smelly food permeates the whole room. Use low-pitched soft voices while on the phone. Cellphone ringers are turned off, but text messaging is allowed. If your neighbors' religion does not celebrate Christmas, don't go overboard with the Christmas decorations. If you play games on your computer, keep the sound off. Do not linger in conversation in front of someone else's cubicle, if the cubicle's occupant is not part of the conversation. Do not wear strong cologne or perfume that might be offensive to your neighbors, but do practice good hygiene so that unpleasant body odor does not exude from your cubicle. A few photos are fine, but keep the cuddle and joke toys at home. Do not light scented candles because the scent might not appeal to everyone. Do not keep shoes that have been worn in your cubicle because even though they don't smell to you, your neighbors can smell them. Do not crack your gum. If you have a sore throat and are coming down with a bad cold or the flu, stay home, if you want your neighbors to respect you and do the same. Place all litter, soiled Kleenex, coffee cups, and food wrappings in the trash as soon as you are done with them. Tidy up your cubicle before leaving for the day. Keep private phone calls to a minimum and don't forget that everyone can hear you.
Codes + Conduct: Business: Donation to Mother of Boss
Q Our boss's mother passed away. The office has collected money to make a donation in her memory. Is it proper to tell our boss how much the donation was for when letting him know we are making the contribution?
A No, you do not tell him how much you are collectively donating because the organization to which the money was given in her name will send her family a list of the donors, their addresses, and usually they will list the amount. If you had sent flowers to the church, you would not have told him how much you spent on the flowers.
Codes + Conduct: Business: Dress Code: Business Casual
Q Is it acceptable in a business casual setting to wear flat front khaki pants, a nice dress shirt (spread collar), and tie? I know dress slacks would be more appropriate, but was just curious if I could get away with cotton khaki pants. Also, is it ever acceptable to wear a black belt and black loafers with the aforementioned attire? Or should I just stick with a brown belt and brown loafers?
Many thanks!
A You wouldn't wear black shoes and a black belt with khaki pants. You can certainly wear flat front khaki's in a business casual setting if the dress khakis are nicely pressed. Stick to the brown belt and brown loafers.
Codes + Conduct: Business: Dress Code: Men: Shoes
Q When a man wears a gray suit to an interview during the day, what is the proper color shoe to wear, black or brown?
A With a gray suit it doesn't matter whether you wear black or brown shoes, just pick your best shoes and be sure that they are shined. It is more about quality and shine than gray or black. Remember to wear dark socks without a pattern.
Codes + Conduct: Business: E-World Resume
Q What is the best way to send a resume or if you are at a job fair, do you just hand the resume to the person?
A You would send a resume as an attachment via email. Your email text would serve as a cover note.
Codes + Conduct: Business: Folding Business Letters
Q Folding business letters......
A You would fold a business letter so that the heading appears first as it is unfolded. Depending on the size of the business stationery and the envelope, a regular business sheet would be folded into thirds: bring the bottom edge of the sheet up to cover two-thirds of the sheet, make the crease, fold what was the top third down to meet the fold, and crease again.
Codes + Conduct: Business: Foreign Language In the Office
Q In the workplace, is it proper to speak on the phone with personal phone calls, or to speak to another foreign person in the room (who all have command of the english language), in a language other than English when everyone else in the room speaks English only and does not understand what your are saying in your foreign tongue.
A This is a dicey situation. It used to be, "When in Rome do as the Romans do." Nowadays, in the workplace you are apt to find, say, more Spanish speaking people than English speaking. This is the dilemma. However, if the majority of people speak English, then the co-workers should speak the common language out of respect. What some people don't understand is that speaking a foreign language in front of English speaking people is a bit like whispering, it is rude. Why not have a discussion about how to make everyone feel comfortable with the situation? Manners and etiquette are about consideration, compassion and compromise. Perhaps the foreign language speakers would be able to speak to friends and family over the telephone in their native tongue because that might be the only language the other person on the phone speaks, but when conversing with fellow co-workers they would speak English.
Codes + Conduct: Business: Foul Mouthed Employee
Q How to handle an employee that uses lots of foul language?
A Why not question him about why he feels that he needs to use foul language. That way you are not criticizing him, you are merely inquiring about his unfortunate habit, which might make him think about why, in fact, he uses foul language. Tell him that you know it is a habit but you find it offensive, especially in the office. Say, "Foul language is not acceptable in the workplace. Please, no more swearing." Try to make him question his behavior until he breaks himself of the habit; you can help him by setting boundaries of behavior by saying loud and clear No Foul Language in the Workplace. Since he is your employee, one would imagine that he would take your questioning him as a definite sign that you are not going to put up with his bad habit for much longer.
Codes + Conduct: Business: Funerals
Q What is the best professional action for me to take in reponse to the death of the CFO's father? As Revenue Manager, two steps down from the CFO, should I send flowers or should I attend the funeral?
A It would depend upon your social relationship with the CFO and if you knew his father. If his father was quite elderly, there might be a half empty church if his son's friends don't fill up the spaces. Why don't you ask the CFO's assistant or secretary what to do because he or she would have a better take on whether additional mourners are needed or not. You do not need to send flowers, if you did not know the man; however, a handwritten card or note of condolence would be greatly appreciated by the family.
Codes + Conduct: Business: Getting Along with Co-workers
Q Can you give us some etiquette tips for our office, please? We work at a huge firm and everybody is all over the place because we all seem to come from different backgrounds, which isn't confusing in itself; however, sometimes it is hard to get along with everybody.
A You need to keep in mind the fact that there are boundaries of behavior. Some people know them. Some co-workers who didn't know them pick them up quickly. Sadly, some just don't get it. And they are not necessarily the geeks. There are five basic areas that you need to keep in mind:
Define your own boundaries as to what is acceptable behavior to you and figure out the code of formality; It is either informal, formal, or very formal.
Beware of feeling informal. Don't gossip. Avoid inappropriate chatter. Choose your comrades wisely.
Nurture friendship carefully. Don't make your fellow co-workers your confidents. Remember that when a friendship goes sour, you will still have to see that person many times a day. Be polite to needy co-workers, but don't let them take too much of your time. Be kind to toxic co-workers, but don't spend so much time with them that their bad moods rub off on you like a bad cold: contagious.
Employ tact whenever possible when dealing with co-workers. For instance, if a co-worker has made a mistake, cover for him or her if you can by saying something such as, "You weren't at that meeting."
Expect and accept differences in boundaries. Everyone is coming from a different skill set and background. Try to put yourself in that person's shoes before judging that person.
Codes + Conduct: Business: Gift Etiquette: Refusing a Gift
Q How do I politely refuse a business gift?
A You can say that, "It is policy not to accept business gifts." You don't have to say specifically whose policy, it could just be your own. The word "policy" is what sounds official.
Codes + Conduct: Business: Giving Out Information
Q How do you politely say you can't give out the requested information they are asking for?
A You can say, "I am terribly sorry, but that is privileged information."
Codes + Conduct: Business: Hallway Etiquette
Q What is the proper way to walk in the hallways?
A When walking solo you would keep to the wall so that two people walking together can continue their discussion side by side. Pass on the left but keep to the right. If you are a man, keep the woman on your right as you walk. Step back to allow an older person or a woman to pass first.
Codes + Conduct: Business: Helping Spouse Get a Job
Q I am a department manager and leader at the largest hospital here in town. I am also an elected school board member. My wife is looking for a job. She wants me to use my network and actively promote her as a qualified candidate. Truth is, she would make a great employee. What is the proper etiquette for me in regards to helping her find a job? Thank you! Steve C.
A In my opinion, through word of mouth you would get the word out that your wife is looking for a job. You can do this in a number of ways but the most appropriate way is to entertain those friends of yours whom you think might be in a position to hire her or who might know of a job opening. You can do this through a series of small dinner parties, either at home or in a restaurant, or a combination of both. Or you can have a cocktail party and try to get her in a room with lots of people who can help her. Face time is very important. In order for someone to think to recommend your wife, that person would have to have had a recent pleasant memory of her. There is nothing wrong with networking to get your wife a job; however, it is best to give something in return, such as a meal or drinks. At those occasions, it is perfectly all right for your wife to, say, ask your friend in human resources at the hospital if there are any job openings. Most likely that person will suggest that she sends him her résumé, which she would do immediately and then follow up with a phone call. Ahead of time, your wife can go online to the various organizations to see what jobs need to be filled and respond accordingly. That sounds particularly calculating, but it is all right to do if you are entertaining them in return. For every connection she makes, she would send a thank-you note whether or not the connection ended in her getting a job.
Codes + Conduct: Business: Hold Button
Q A co-worker in our busy office refuses to use the hold button on the phone, instead putting the phone down on the desk top while he looks for paperwork, or worse yet, covers the mouth piece to shout out to the person the phone call is for. Since we cannot convince him that this is not proper office etiquette (even if as he says "no one should be swearing in the next 30 seconds"), can you please advise us how to advise him? Thanks
A Explain that it is more "professional" to use the hold button. Say, "If you don't want your clients to think that you are an ignoramus, then you had better start putting them on hold when you have to keep them waiting."
Codes + Conduct: Business: Holiday Office Gift Etiquette
Q What is proper holiday office gift etiquette?
A If gift giving seems to be in the air, usually to bypass the embarrassment of getting a gift from someone you did not get a gift for, the office will handle the situation through the concept of a "Secret Santa." All the employees pick a name from a hat and bring in a gift for that person. There is a cost limit of, say, ten dollars. Another way is to have everyone bring in a wrapped gift worth say, ten dollars, and employees stick their hand into the basket and pull out a gift. However you choose to handle the gift giving, be sure to set these guidelines: set a price limit for gifts; if Secret Santa's are secret, keep the secret; be sure to give adequate advance notice so that nobody feels left out; be sure to set the date, time, and place of the holiday gathering; gift giving just between friends should be done during the lunch break or after hours. If the office isn't budgeted for the holiday party, then, perhaps, there might be a sign up sheet where employees write next to their name, say, "cheese and crackers," "salami," "deviled eggs, "holiday cookies," and "punch."
Codes + Conduct: Business: Interview Etiquette
Q What is the proper etiquette for a job interview?
A Upon entering the room you would introduce yourself, shake hands briefly but sincerely, and when you have been asked to sit down you would keep both feet flat on the floor and your arms unfolded beside you. You would look the interviewer in the eye while you spoke but you might move your eyes to his/her chin or nose occasionally to make the eye contact less intense. You would try to give a really genuine smile every once in a while using all the muscles in your checks. You would answer his/her questions but if you did not understand the question you would paraphrase him/her and say "Did you say...." and the interviewer should pick up on the fact that he/she did not phrase the question well. The interviewer will signal you when to leave and you would stand up and shake his/her hand again briefly while looking the person in the eye, smilimg and giving thanks. After the interview, you would follow up immediately with a thank-you note and any additional information you think the interviewer should know. You should be well groomed, your shoes should be shined, and you would wear a well cut business suit, but minimal jewelry.
Codes + Conduct: Business: Interview Thank-You Note
Q Do you have any tips on writing a thank-you note for a job interview?
A A business thank-you note would remind the interviewer of who you are, which job you are applying for, and why you are the best person to do the job. You would describe the job as you see it. You would thank the person for being generous with his or her time. It is not just a thank-you note but it is also a reminder of why you are the best candidate. You would list your contact information and ask the person to get in touch if he or she needs further information or additional recommendations.
Codes + Conduct: Business: Job Interview Etiquette
Q I applied for a job and was told they would call back on Monday afternoon, but they didn't call. It was down to 3, should I call them?
A Give them to the end of the week. Call Friday to find out if you got the job.
Codes + Conduct: Business: Letterhead + Signature
Q In sending a letter on letterhead that has your full name, title, phone and email at the top, do you still put your full name and title after your signature?
A It would depend upon the nature of the letter. If this is a business letter and you do not know the recipient, you would sign your full name at the bottom of the letter. If your title is already on the letterhead, you need not repeat information that has already appeared. If it is a letter where you and the recipient are on a first name basis, you would sign your letter with just your first name.
Codes + Conduct: Business: Married Co-workers Socialize
Q Is it ethical that only one female in our office invites the young boss (married) to lunch and vice versa two or three times per week? What are the dangers? Should I tell the boss I think this is unethical?
A This is none of your business, unless, of course, you are their supervisor or you are in Human Resources. Nowadays, it is perfectly natural for men and women to be just friends. I suggest that you keep this to yourself and not chatter about this relatonship with your and their co-workers. You will get a bad reputation as a busybody, if you bad mouth co-workers. Don't be a troublemaker. The only one we know for sure who is being unethical here is you.
Codes + Conduct: Business: Meeting Conduct
Q What are some tips for meeting attendees for proper manners, i.e. avoiding rudeness?
A Meeting Conduct
Ladies first.
Do not be late.
Remove your coat and deal with your things before the meeting begins.
Turn off your cellphone.
Do not eat or drink, or even bring food and drink to the meeting.
Do not chew gum.
Do not take off your shoes.
Do not interrupt the person speaking.
Thank when you finish speaking.
Do not blow your nose; leave the room to do so.
Do not put your elbows on the table.
Be an attentive and active listener.
Follow up on whatever you said you would do.
Acknowledge the person who ran the meeting by thanking him or her for bringing up some aspect, but be specific.
Codes + Conduct: Business: Passing Gas Etiquette
Q What is work place etiquette regarding "passing gas"?
A Passing gas in the workplace is a common problem. More common than you would think. People who do not eat a sufficient amount of raw, fresh fruits and vegetables often have problems with elimination. As you know, if you don't eliminate daily, the food in your stomach rots and gas builds up. Unfortunately passing gas is not easily controlled, nor are hiccups or sneezing. As soon as an employee feels that pressure is building up, he or she should go to the restroom with something to read and just sit on the can until they've eliminated. If an employee has a constant problem, the human resources department at the workplace should be notified and the human resources contact should have a conversation about the employee's health with the employee. Often suggesting that the employee keep a bottle of antacid in his or her desk is enough of a hint to ward off future occurrences. In other situations, it might be suggested that the employee needs to go to make an appointment to see a doctor. An employee who constantly is passing gas has a medical problem. If that employee is constantly emitting gas in the workplace, he or she should be reminded that such behavior is antisocial and put on notice that they are required to see a physician.
Codes + Conduct: Business: Phone Etiquette
Q I have called several business offices (including my own doctor's office) on more than one occasion and got an automated answering service that starts out by saying how "important" my call is and would I please leave my name and number and a brief message and the person I was trying to reach would get back to me "at his or her earliest convenience". Hearing this always makes me feel as if my call is not really that important to them if they're not going to call me back until it's "convenient" for them to do so.
I always thought that the phrase, "earliest convenience", should be used by the caller---"please call me back at your earliest convenience".
Am I wrong?
A You are not wrong. You are absolutely right. It is an overused stalling phrase. It is a phrase that should not be used by the voice responding to the call. A better phrase for the recording would be "as soon as we can." As in, "We will return your call as soon as we can."
Codes + Conduct: Business: Proper Office Etiquette
Q I need a list of proper office etiquette.
A There have been books published on the subject of office etiquette. You are welcome to return to my Web site and click-on Frequently Asked Questions and scroll down through Codes + Conduct to "Business," then scroll further down to Relationships and you'll find more business etiquette. This is the sort of information that you will find more of, illustrated by real situations.
Cubicle office space is not private office space. Here are the Don'ts and the Dos:
Don't burp, slurp, flatulate, or crack chewing gum.
Don't make annoying noises that might interfere with your neighbors concentration, for instance, tapping the metal on your desk.
Don't carry on lengthy conversations with a co-worker.
Don't talk louder than necessary. Most men talk louder on the phone then they do in person.
Don't take off your shoes or socks.
Don't use office hours for personal phone calls.
Don't tend to toenails, fingernails, nose hair, eyebrows.
Don't pop in and out, over and around cubicle boundaries to chitchat with your neighbor.
Don't let your cellphone ring at work.
Don't bring cooked and/or smelly food to eat at your desk.
Don't spray cologne or perfume while at your desk.
Don't forget to tidy your desk and work area before leaving at the end of the day.
Don't listen to iPods or have music on during office hours.
Don't have clothing or toiletries on view.
Don't let the phone keep ringing if you are sitting at your desk.
Don't leave your drips on the toilet seat.
Do keep personal phone calls to a minimum.
Do throw away coffee cups and wrappers when through eating.
Do all personal hygiene at home or in the restroom.
Do turn down the ringer on your cellphone.
Do eat smelly food in the lunch room.
Do keep visits to other cubicles short and to a minimum.
Do respect the limited privacy of your neighbors.
Do not let your phone ring, if you are sitting at your desk.
Do keep memorabilia and photos to a minimum.
Do tidy up your cubicle before going to lunch and leaving for the day.
Do keep your shoes on.
Do tidy up after yourself in the washroom.
General Proper Office Etiquette
No eating smelly foods in your cubicle because the whiff of the smelly food permeates the whole room. Use low-pitched soft voices while on the phone. Cellphone ringers are turned off, but text messaging is allowed. If your neighbors' religion does not celebrate Christmas, don't go overboard with the Christmas decorations. If you play games on your computer, keep the sound off. Do not linger in conversation in front of someone else's cubicle, if the cubicle's occupant is not part of the conversation. Do not wear strong cologne or perfume that might be offensive to your neighbors, but do practice good hygiene so that unpleasant body odor does not exude from your cubicle. A few photos are fine, but keep the cuddle and joke toys at home. Do not light scented candles because the scent might not appeal to everyone. Do not keep shoes that have been worn in your cubicle because even though they don't smell to you, your neighbors can smell them. Do not crack your gum. If you have a sore throat and are coming down with a bad cold or the flu, stay home, if you want your neighbors to respect you and do the same. Place all litter, soiled Kleenex, coffee cups, and food wrappings in the trash as soon as you are done with them. Tidy up your cubicle before leaving for the day. Keep private phone calls to a minimum and don't forget that everyone can hear you.
Codes + Conduct: Business: Receptionist
Q Does the receptionist stand up when a client approaches?
A It would depend upon the nature of the business. Arriving at a private antique or art dealer's office, or a private investor's office, or an etiquette consultant's office, the receptionist would most likely rise to the occasion. However, in a very busy, understaffed office where calls are coming in at a fast clip, that kind of personal attention just might not be possible.
Codes + Conduct: Business: Restaurant Interview
Q What is proper restaurant etiquette in an interview situation?
A If you are a man, you would wait until the interviewer was seated before sitting down. You would not start eating until he or she began eating. You would order the same amount of courses in order to keep pace with the meal. You would keep your napkin in your lap. Never put your elbows on the table or blow your nose at the table. If the interviewer is a woman and you are a man, you would pull out her seat for her to sit down, if the waiter hasn't done that. If she rises from her seat to go to the ladies room or take a call, you would rise with her if you are a man. You would rise when she returns to the table and once again you would seat her. You would not offer to pay for the check. You would pace your eating with that of the interviewer. Do not order a drink, if the interviewer is not drinking, and do not have more than one drink, even if he or she does. Hold the door open and her car door open as well. Be sure to write a handwritten thank-you note for the interview and meal. It goes without saying that you would be well groomed and dressed appropriately for the interview in a well-cut business suit.
Codes + Conduct: Business: Smelly Fish
Q is it proper to cook fish in an office microwave?
A It is not considerate to your co-workers to cook fish in an office microwave because not everyone loves the smell of fish.
Codes + Conduct: Business: Smelly Office Food
Q How can you ask politely for people to cover their food when using microwave?
A If you write a neat, polite note and post it over the microwave stating that all food must be covered, people will comply. Why not say: Please cover all food to be microwaved. Thank you for your cooperation.
Codes + Conduct: Business: Teaching Respect
Q How do I teach my staff to talk to seniors in a respectful way, i.e. don't call them honey, sweetie....
A You have to sit them down in a smallish room and role play various situations. Lecturing them sounds like mama: it goes in one ear and out the other. Ask them what they think a proper and an improper address might be. Have them learn from one another because that is the only way that you can make an impression without sounding like the geek.
Codes + Conduct: Business: Telephone
Q Often, when I call my husband at work and we have been speaking for a just a few seconds, someone in his office speaks to him and he will reply...I find this rude and interrupting on both his part and the person in the office. What's the proper phone etiquette in this situation?
A He is at work. He is talking to you on company time. Talking to people who walk in while on the phone with you might be considered multitasking. The proper etiquette for multitasking, is for him to say to you, "Honey, I'll have to call you back." Or to the co-worker, "I have to finish up this call; would you, please, come back in ten minutes." Then you would look at your watch and finish up your conversation within the next ten minutes. If you don't have a watch and the person returns and you are still talking, tell your husband that you will finish up later and say good-bye.
Codes + Conduct: Business: Voicemail Etiquette
Q Would like examples of proper etiquette for greeting message for incoming clients in voicemail...
A Is this for the general number or for the individual staff members' voicemail? It is best if the staff members' voicemail states his or her name and the extension number in a very short message:
"Didi Lorillard, etiquette consultant, at extension 401. Please leave a message."
Forget wordy messages because they tend to annoy people who are trying to solve a problem. The exception would be if the staff member is on vacation, then the message would refer the caller to another extension and the name of the person covering for him or her.
"Didi Lorillard, at extension 401, will return on Monday, February 5th, if you need to speak to an etiquette consultant before then, please call Nancy Andrews at extension 404. Otherwise, please leave a message."
Voicemail messages should be very short and never cute. People don't have time to listen to "Have a nice day" or other cute cliches.
Codes + Conduct: Business: Who Speaks First
Q If I am the office administrator engaged in conversation with my student assistant and one of my faculty enters the front office, should I be the one to offer a greeting or should he?
A The person entering the space would announce their presence and you might respond and introduce the other person.
Codes + Conduct: Business: Who Speaks First?
Q I never know what the protocol is for making an entrance. Upon entering a business office or conference room, who speaks first, the person entering the room or someone who is already in the room? Do I speak first or do I wait to be spoken to?
A The person entering the room speaks first because his arrival announces his presence. Even if people are in the midst of a conversation, the person entering would say, if late, "Excuse me for being late," or introduce one's self," I am Savannah Cowley, the media rep for Squaw Valley." However, on the other hand, if someone enters a room or office and doesn't announce himself, he must be too timid to speak first so make him feel comfortable by saying hello. If you haven't met already, introduce yourself and tell the person where you fit in the organization or what your roll is in the room at that point in time. Unless the person clearly looks like a messenger, refrain from saying "May I help you?" because it could sound condescending, as if you were really saying, "What are you doing here?"
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