7- Business Communication Mind Your Manners: It's Good Business

Mom said it best: If you want to succeed in business, try to act like you weren't raised in a barn.

But even though knowing how to behave is more important than ever, global alliances, new technology and an increasingly diverse work force have changed many of the old rules. Good manners really can give your career a boost, but are you confident that you know the rules?

Here are a few tips from Sue Fox and Perrin Cunningham, authors of “Business Etiquette for Dummies”

When someone gives you a business card, don't just glance at it and slide it into your pocket. Instead, take a moment to read it thoroughly. You may want to repeat the person's name to be sure of the correct pronunciation and/or ask about the person's job responsibilities. Be sure to express your thanks for being given the information.

 Treat everyone with courtesy, even co-workers who bug you. Remember the morning affirmation of Marcus Aurelius, a former Emperor of Rome: "Today I will be surrounded by people who irritate me. I will not demonstrate my irritation."

Americans routinely eat French fries with their fingers. But in France, pommes frites are eaten with a knife and fork. When you dine overseas or with an international group, be especially watchful of the behaviour of your companions. When in doubt, use a knife and fork.

Be careful how you sit. Jiggling your knee is a sign of nervousness. Leaning forward can, at times, suggest aggressiveness, so do it with care. Leaning back with your hands behind your head and your pelvis lifted is an unseemly display for a man. So is sitting with your legs open if no desk shields your conversation partner from you. Similarly, leaning back with your legs crossed and one side off the seat of the chair is an unseemly display for a woman. So is sitting like a sexy starlet on the Tonight Show.

Giving your boss a gift? Use extreme caution. Extravagant gift-giving is bad strategy (it may look as if you're trying to curry favor or offer a bribe) and in poor taste others may resent you for "going overboard." Consider sending group gifts rather than individual gifts to bosses. It's all right, however, to send a card or flowers to your boss if he or she has been ill or in the hospital

When making introductions, observe the "pecking order." Always present the "lesser" person to the more senior person. For instance:

"Ms. Executive, I'd like to introduce Mr. Assistant."

"Mr. Client, I'd like to introduce my partner."

"Governor, may I introduce Ms. Citizen."

"Two-Year Employee, this is Ms. New Employee."

If you'll be hosting foreign visitors, ditch the slang. Idioms can be confusing to foreign visitors, even if they speak the King's English better than you do. The expression "How's it going?" for instance, doesn't make much sense to someone who doesn't understand what "it" refers to, let alone where it would be 

"going.". A sentence such as, "The printer works 24/7, so I'll get you that report ASAP unless the finance guy is AWOL again today" can be difficult for even a U.S. native to understand.

When dining with colleagues, follow the senior person's lead. If he or she orders an appetizer and an additional side dish, you should, too. Remember to keep courses balanced so that everyone is eating at the same time.

Be discreet with your mobile phone. If at all possible, keep it on the vibrate mode. If you absolutely must have your phone tone on, know exactly where it is so you can shut it off immediately. Every second you spend fumbling through your jacket pockets or purse while your phone plays "God Bless America" is more bad business karma piling up.

If you're talking to someone, don't look at your phone for a message while they are speaking. Wait until it is your turn to speak, then excuse yourself for a moment. Better still, wait until your meeting is over to check your message.

Quiz 1 (How to ask the way)

•       Q1 Am I going in the right ....... for the post office?

(a) route (b) way (c) sign (d) direction

•       Q2 Can you tell me please how I ....... to the cinema from here?

(a) come (b) get (c) take (d) fetch

•       Q3 Could you please ....... me in the direction of the motorway?

(a) show (b) indicate (c) point (d) deliver

•       Q4 I'm making for the M25 motorway — is this road the most ....... route?

(a) straight (b) clear (c) obvious (d) direct

•       Q5 Could you tell me please how ....... I am from the town centre?

(a) near (b) far (c) close (d) away

•       Can you help please because I've lost my way and ....... to get to the shops before closing time?

(a) need (b) require (c) request (d) must

•       Q7 I'm ....... for the town hall — am I anywhere near?

(a) seeking (b) making (c) seeing (d) trying

•       Q8 I took the wrong ....... at the last road junction, can you tell me how I get back on the motorway?

(a) turn (b) turner (c) turned (d) turning

•       Q9 ....... to this map I should be near the church. Is it near?

(a) Following (b) After (c) According (d) considering

•       Q10 Is this ....... for the railway station?

(a) correct (b) clear (c) fine (d) right

Quiz 2 (Money accepted)

•       I like to visit other countries but I find the ....... of travel is too high.

(a) money (b) cost (c) expenses (d) currency

•       Q2 She is very happy because she starts her new ....... today.

(a) job (b) work (c) labour (d) post

•       Q3 One day I hope I shall ....... the lottery.

(a) gain (b) collect (c) reach (d) win

•       Q4 He must have a lot of money because this summer he is going on a cruise ....... the world.

(a) about (b) around (c) across (d) through

•       Q5 Have you read that book ....... the life of Van Gogh?

(a) about (b) of (c) over (d) in

•       Q6 Do you want ....... sugar in your coffee?

(a) some (b) much (c) any (d) little

•       Q7 They do not ....... cheques in that restaurant.

(a) accept (b) agree (c) allow (d) admit

•       Q8 I cannot work today because I have very bad tooth........

(a) pain (b) hurt (c) damage (d) ache

•       Q9 Children are not ....... in that public house.

(a) aloud (b) allowed (c) accepted (d) agreed

•       Q10 You can see the ....... about the sale in the local paper.

(a)announcement (b)warning (c)notice (d)advertisement

Answers:

A1(d) direction

A2 (b) get

A3 (c) point

A4 (d) direct

A5 (b) far

A6 (a) need

A7 (b) making

A8 (d) turning

A9 (c) According

A10 (d) right

 

A1 (b) cost

A2 (a) job

A3 (d) win

A4 (b) around

A5 (a) about

A6 (c) any

A7 (a) accept

A8 (d) ache

A9 (b) allowed

A10 (d) advertisement