When it comes to email at work, we’ve all received forwarded jokes or those chain letters that tell you to forward to 10 people or else. I suspect we may have also sent out a few at some time or other. What is the email etiquette regarding these types of correspondence? Just don’t do it! Don’t send jokes or non-business related e-mails on company time while using your business e-mail address and/or company resources especially if you are going to send it to another persons business email address. What you do on your personal email address is entirely up to you but business e-mail addresses should be used for business communications.
Think about it, can you be 100% sure the person reading your joke on the priest and farmer shares your quirky sense of humor? It may be funniest thing you have read since our MP’s decided to increase their salaries but will the person on the receiving end find the topic as compelling as you do to want to read it during their busy business day. If someone persists in sending you inappropriate jokes and emails, it is well within your right to politely ask them to either send them to your personal email or say something along the lines of “Kamau, thanks for this but you're going to have to stop sending me these types of jokes or chain emails because I’m so busy at work that I don’t have time to keep up with them.”
Studies have shown how much time and money is being wasted on unnecessary emails even within organizations so don’t pass them along to your colleagues at work either thinking you are lightening the mood at work. The last thing you want to do is compromise how others think about how seriously you take your job. For many emails have become one of the primary sources of communication and form the first impression and lasting impression people have of us.
Wednesday, July 14, 2010
Tuesday, July 6, 2010
The Business of the Card
This morning I attended a networking breakfast where they were over 100 people. As you can imagine there was great buzz in the room as people did the rounds striking up conversation, trying to get business or referrals etc. Some people did the unthinkable and showed up without business cards. That is like going lion hunting without a gun – just how are you going to succeed? I stash my business cards everywhere – in my car, wallet, folder, etc. I never want to be caught without one. Ideally though, you want to present them in a nice business card case. At the function this morning I collected more business cards in one hour than I have in the last 3 months. Some people, I was able to have a conversation with, strike up some sort of relationship which ended in an exchange of business cards. Others literally walked round the room handing out business cards left, right and centre without so much as a hello. You are not in business to keep your printer in business (with apologies to the people in the printing business reading this). A business card should be used to cement a relationship – it should be used to give people the information that they want to get back to you to continue a conversation you have started with them. Networking functions are not meant for you to shower the room with your business card thinking the law of averages will work and you’ll get at least some business if as many people as possible get your business card. Also never try to seal the deal right then and there, continue to connect with the person instead. I am now jotting down information on the back of all the cards I received – where I met the person and the date. For those I developed a relationship with, I add additional info like what we talked about and when to get in touch with them again if need be. Unfortunately a lot of the cards I received will not be looked at again because people buy from people not business cards. A final tip – resist spamming the email addresses from every card you received with your products or services, it is considered poor business etiquette.
Saturday, July 3, 2010
Which stats are you known for?
A former Citibank employeee in New York who was fired from her job is suing her former employers claiming that she was forced out of her job because she was too good looking. Debrahlee Lorenzana says she was subject to "improper comments" and was reprimanded for dressing sexily - when all she was doing was dressing professionally. Her bosses told her that "as a result of the shape of her figure, such clothes were purportedly 'too distracting' for her male colleagues and supervisors to bear," she says. See the full story here http://www.businessinsider.com/debrahlee-lorenzana-citi-2010-6
My observations in this part of the world, is that dressing for body type is particularly challenging especially given the generous proportions that God dished out to our women. Dressing correctly for your particular body shape is key to being seen as a professional and more so when working in a conservative occupation like banking or law. When it comes to what to wear for work, I’m sure you must have heard ‘dress for the job you want and not the job you have’ - you must be aware of the image are sending out. As a woman you should be known for the statistics coming out of your mouth and not the vital statistics your clothes are straining to cover. For example a man wearing a suit that is two sizes too large for him doesn’t present a very good image. Fit and wearing appropriate clothes for the job should never be underestimated in being perceived as competent and knowledgeable in whatever profession you may be. Tailored clothes are infinitely better than too tight or too big. Here’s a quick tip – identify a good tailor who can adjust the clothes you buy so that they fit your unique body shape without necessarily sacrificing your own personal style.
My observations in this part of the world, is that dressing for body type is particularly challenging especially given the generous proportions that God dished out to our women. Dressing correctly for your particular body shape is key to being seen as a professional and more so when working in a conservative occupation like banking or law. When it comes to what to wear for work, I’m sure you must have heard ‘dress for the job you want and not the job you have’ - you must be aware of the image are sending out. As a woman you should be known for the statistics coming out of your mouth and not the vital statistics your clothes are straining to cover. For example a man wearing a suit that is two sizes too large for him doesn’t present a very good image. Fit and wearing appropriate clothes for the job should never be underestimated in being perceived as competent and knowledgeable in whatever profession you may be. Tailored clothes are infinitely better than too tight or too big. Here’s a quick tip – identify a good tailor who can adjust the clothes you buy so that they fit your unique body shape without necessarily sacrificing your own personal style.
Monday, June 28, 2010
The state of the office
I walked into a lawyers office last week......and walked right out. The lawyer came recommended but being in the first impression business I made an executive decision not to give them any. Why - because of the state of the office. The reception looked like hurricanes Katrina, Charlie and Hugo had passed through. Piles of dusty files, stools balancing on magazines, walls that looked like a squash court, beaten up furniture...you get the picture. Whether you are in a gleaming new building on Upper Hill or in Shankardass House in downtown Nairobi - all companies should make some effort in presenting an appealing visual image of the office especially the reception area. Make sure that this area portrays a professional environment i.e. is not cluttered with papers or files. Scuffed walls, battered tables, worn out seats do not give a good impression and visitors are likely to think sloppy look, sloppy work. Here's another tip for the lawyer who may or may not be reading this...invest in a quality tea set and cups rather than proffering a chipped mug with Christmas Santa’s all over it.
Gormandizing at business lunch
“Don’t gormandize those victuals, you look like pigs at a trough!” one of my school teachers used to say. Although you could hardly blame us for bolting down our food, having not had anything to eat since breakfast. So much business is done over breakfast, lunch or dinner that an important aid to a positive image is good table manners. We’ve all sat down for lunch or dinner with that person who eats in such a cumbersome manner that it becomes distracting in the extreme. It is not easy to present a confident image if you chew with your mouth open, spray bread crumbs everywhere or stab the air (and quite possibly the waiter!) with a knife when driving a point home about last quarter’s numbers. The focus of attention will sadly fall on your table manners, rather than what you are saying.
Correct dining etiquette is associated with competence and bad table manners are equated with a lack of ability. You never know when you’ll have to seat a senior business colleague or even be asked to give an appropriate toast. So knowing the correct etiquette means you can concentrate on the people you are doing business with, rather than how you are going to eat the next course. To have that information at your finger tips, whether you use it or not, will give you the confidence to cope with any situation, however formal.
Have you ever been confused which knife or fork to use first? If you are confronted by a complicated layout of knives and forks it can be very intimidating. It's all very well for you to wait to see which one everybody else uses first before you start, but what if you are the host and everybody is waiting for you? When tackling a frightening array of silverware, a good rule of thumb is to start on the outside and work your way in.
When it comes to the buffet, please be judicious and put a smaller amount of food on your plate rather than taking everything on offer. I’m have on more than one occasion been simply riveted by the amount of food that some presumably really hungry conference delegate has piled on their plate. It is at best distracting and at worst you come across as simply greedy. The focus should be on discussing business or networking and not have people wondering where all that food is going to! If a dish comes to the table which you are unfamiliar with, I always say have at least three mouthfuls – you just might enjoy it! If you cannot stomach it (literally) any further you can politely tell your host it was delicious but you have had quite enough. It is considered bad etiquette to refuse any food outright unless you are a vegetarian or allergic - happy dining!
Correct dining etiquette is associated with competence and bad table manners are equated with a lack of ability. You never know when you’ll have to seat a senior business colleague or even be asked to give an appropriate toast. So knowing the correct etiquette means you can concentrate on the people you are doing business with, rather than how you are going to eat the next course. To have that information at your finger tips, whether you use it or not, will give you the confidence to cope with any situation, however formal.
Have you ever been confused which knife or fork to use first? If you are confronted by a complicated layout of knives and forks it can be very intimidating. It's all very well for you to wait to see which one everybody else uses first before you start, but what if you are the host and everybody is waiting for you? When tackling a frightening array of silverware, a good rule of thumb is to start on the outside and work your way in.
When it comes to the buffet, please be judicious and put a smaller amount of food on your plate rather than taking everything on offer. I’m have on more than one occasion been simply riveted by the amount of food that some presumably really hungry conference delegate has piled on their plate. It is at best distracting and at worst you come across as simply greedy. The focus should be on discussing business or networking and not have people wondering where all that food is going to! If a dish comes to the table which you are unfamiliar with, I always say have at least three mouthfuls – you just might enjoy it! If you cannot stomach it (literally) any further you can politely tell your host it was delicious but you have had quite enough. It is considered bad etiquette to refuse any food outright unless you are a vegetarian or allergic - happy dining!
Are manners in business for wimps?
Yesterday I visited a well known electronics store in town to buy a computer part. For those not in the know, this store carries numerous electronics, computer parts, gadgets, phones etc. The set up is such that you have the shop assistants attending to the customers in a rather chaotic and noisy fashion all over the floor whilst in strategic corners around the shop the “owners” sit on chairs behind counters keeping a mindful eye on proceedings.
Whilst I was there, one of the owners was on his cell phone walking up and down whilst screaming all manner of obscenities at the unfortunate person on the other end of the line. Never mind the store was full of customers – this man was either oblivious to the fact or he wanted to make a point to everyone that he was not to be messed around with. You could cut the tension in the air with a knife it was so palpable. Customers were practically cowering and my jaw was literally on the floor as this guy was ranting and raving loudly in language that would make a soldier blush. I asked the sales person helping me if this was normal and he muttered under his breath that this happened practically every day.
Those of us who speak, write and coach others on business etiquette have declared rudeness to be rampant for some time and have seen the toll it has taken. Bullying, profanity and insensitivity are making work lives unpleasant and as a result, customer service and productivity are suffering. It goes without saying that good manners in the workplace need to come from the top. When the tone is set from the top down, civility becomes part of the company culture. Leave alone the effect on customers (I for one will never shop there again) but studies show that 12% of all employees choose to leave rather than put up with this kind of uncivil behaviour – a clear impact to how efficiently a business runs.
Whilst I was there, one of the owners was on his cell phone walking up and down whilst screaming all manner of obscenities at the unfortunate person on the other end of the line. Never mind the store was full of customers – this man was either oblivious to the fact or he wanted to make a point to everyone that he was not to be messed around with. You could cut the tension in the air with a knife it was so palpable. Customers were practically cowering and my jaw was literally on the floor as this guy was ranting and raving loudly in language that would make a soldier blush. I asked the sales person helping me if this was normal and he muttered under his breath that this happened practically every day.
Those of us who speak, write and coach others on business etiquette have declared rudeness to be rampant for some time and have seen the toll it has taken. Bullying, profanity and insensitivity are making work lives unpleasant and as a result, customer service and productivity are suffering. It goes without saying that good manners in the workplace need to come from the top. When the tone is set from the top down, civility becomes part of the company culture. Leave alone the effect on customers (I for one will never shop there again) but studies show that 12% of all employees choose to leave rather than put up with this kind of uncivil behaviour – a clear impact to how efficiently a business runs.
Giving a Talk? Mind your Language
What language should you use when giving a speech or talk? There are so many ways to say the same thing that it is unnecessary to repeat words unless you want to add impact ‘It is essential that we get costs under control; I say again, essential if we are to make a profit this year.’ Repeated words make the audience bored, so use alternatives ‘It is essential that we get costs under control; this is crucial if we are to make a profit this year.’
Where does one draw the line between blatant marketing and delivering valuable information in an interesting way? Let’s take two examples: ‘At Excellent Marketing Ltd we have all the expertise and solutions you need for an innovative campaign to increase your business in these difficult times.’ ‘In these difficult times an innovative campaign is vital if you are to increase your business. There are a number of options available and we at Excellent Marketing Ltd would be delighted to discuss them with you.’
How do you start your speech or presentation? You can open with ‘Good morning ladies and gentlemen, my name is….and I am going to talk to you about….’ which is fine but a bit commonplace. You can ask a question ‘How many of you are wondering how long I am going to talk for this morning? Don’t worry, I am not going to keep you long, but what I have to say will encourage you to take an entirely different approach to marketing your products. My name is… ‘
It is as well to try and avoid common cliché phrases like ‘It gives me great pleasure....’ or jargon like ‘I would like 'it goes without saying' or 'at the end of the day' …’ develop your own style, use your own words and phrases. This is fundamental if your speeches are to be remembered and your message taken to heart.
A quick tip - never clear your throat at the microphone. Clear it before you get up to speak, no-one in the audience should hear the sound of phlegm being removed.
Where does one draw the line between blatant marketing and delivering valuable information in an interesting way? Let’s take two examples: ‘At Excellent Marketing Ltd we have all the expertise and solutions you need for an innovative campaign to increase your business in these difficult times.’ ‘In these difficult times an innovative campaign is vital if you are to increase your business. There are a number of options available and we at Excellent Marketing Ltd would be delighted to discuss them with you.’
How do you start your speech or presentation? You can open with ‘Good morning ladies and gentlemen, my name is….and I am going to talk to you about….’ which is fine but a bit commonplace. You can ask a question ‘How many of you are wondering how long I am going to talk for this morning? Don’t worry, I am not going to keep you long, but what I have to say will encourage you to take an entirely different approach to marketing your products. My name is… ‘
It is as well to try and avoid common cliché phrases like ‘It gives me great pleasure....’ or jargon like ‘I would like 'it goes without saying' or 'at the end of the day' …’ develop your own style, use your own words and phrases. This is fundamental if your speeches are to be remembered and your message taken to heart.
A quick tip - never clear your throat at the microphone. Clear it before you get up to speak, no-one in the audience should hear the sound of phlegm being removed.
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