Basic Etiquettes for Effective Communication

What Are Etiquettes?
They are a set of:
•Rules
•Forms
•Practices
established for behavior in the society or in professional
life.
They are rules of good workplace manners.
Need of Etiquettes
We need etiquettes to grow in life.
MSc. Suzana Taipoviq

Where Etiquette is required
Personal Matters
Family Matters
Schools, College and Office Environment
Why Etiquette is required ?
It is required for Career Success.
It Builds leadership quality in one’s personality.
It refines skills needed for exceptional service
It enlightens one’s potential.
It creates an impression.

Factors Influencing Etiquette
Grace
Beauty
Handsome
External Appearance
Schooling
Family
Friends
Education
Marital life
Psychological
Childhood Origin
Parental
HeredityPhysical

Types of etiquettes..
There are many types of it these are some of
them :-
Social etiquettes
business etiquettes
phone etiquettes
Email etiquettes
Table etiquettes

Social Etiquettes
The ability to translate good manners into social
savvy. It will allow you to put your best foot forward
in dealing with day-to-day social demands.
It has two categories:
Personal etiquettes
Family etiquettes

Personal Hygiene
Skin
Hair
Hands Nails
Tooth
Feet
Shoes
Hose
Uniform
Jewellery
Personal Etiquettes
Dress Codes
Informal
Formal
Simplicity
Sense of Taste
Fitting In
Color Blending
Accessories
Dressing for OccasionsMSc. Suzana Taipoviq

Mind & Soul
Thoughts
Habits
Character
Attitudes
Postures
Sitting
Standing
Talking while standing
Good Posture
Impatience
Sitting in Groups

Empathy
Sympathy
Responsibility
Rights
Good Will
Mutuality
Advantages
Disadvantages
Respect
Status
Heredity
Parents
Sisters You Brothers
Second Relatives
Third Relatives
Relatives
Family Etiquette

LISTEN to and concentrate
on conversations—don’t
just wait for your turn to
talk!
Resist the urge to jump into
a conversation when
someone pauses in thought.
Wait a second or two, then
respond.
Don’t Jump!
Social Conversations
When making an introduction Give a piece of information
about the person—it can be a conversation starter.

Basic Manners
Be Polite
Remember when you are in a social situation it is important to always be polite and
respectful of other guests even if you vehemently disapprove of certain comments
or other individuals are not being polite.
Ask Appropriate Questions
When you are socializing it is important to realize you are not at a debate and should
steer away from questions that might cause one.
Keep it Short
In social situations it is always important to understand the nature of social
etiquette conversation and keep conversations short and socialize with everyone
present.
Remember, social etiquette conversation is pleasant and short.
Eye Contact and Personal Space
Making eye contact and allowing individuals their personal space is important in all
conversations. This allows you to seem interested, polite and respectful of the other
individual which are all social requirements.

What Is Business Etiquette?
Rules that allow us to interact in a civilized fashion
Code of behavior that is grounded in common sense
and cultural norms
Required because manners matter in the workplace
You never get a second chance to make a first impression.
• The first 12 words
• The first 12 steps
• The first 12 inches
First Impressions
The Rule of 12 in Business

Handshakes are the physical greetings that go with your words
How to shake hands
When to shake hands
When not to shake hands
Handshakes to avoid
The Business Handshake
There are three main conventions.
The way you extend the hand
The way you apply the pressure
The length of time you shake the
hand

Introducing yourself
Introducing others
Responding to introductions
What to do when you can’t
remember names
Secret to remembering names
Small talk helps us put others at
ease and make them comfortable.
Small talk breaks the ice and goes
a long way toward furthering a
relationship.
Introductions in Business

Mixing and Mingling in Business
Prepare in advance
Arrive early
Position yourself
Make eye contact & smile
Take responsibility
Work the crowd
Use icebreakers
Ask the right kinds of
questions
Be a good listener
Know when to leave

Body Language
A person’s posture, facial expressions, and
gestures send messages.
Eye contact is the most obvious way you
communicate. When you are looking at the
other person, you show interest
Where you place your arms suggests how
receptive you. Arms crossed or folded over
your chest say that you have shut other people
out and have no interest in them or what they
are saying.
Legs talk, too. A lot of movement indicates
nervousness.

By the time we meet and converse, we have already spoken to each
other in an older more universal tongue.
Business professional attire
Personal props and accessories
for women: A reasonable length skirt (not mini-skirt) or full-
length trousers of a non-jeans material combined with a top (such
as a dress shirt, polo, or sweater set) is considered acceptable. An
informal dress with appropriate skirt length is also acceptable.
for men: A combination of collared shirt (such as a dress
shirt or polo shirt), cotton trousers (such as khakis or dress jeans)
with a belt, and dress shoes (such as loafers) with socks is generally
acceptable. A blazer or business jacket can optionally be added.
Unacceptable for either gender: gym clothes, rumpled or
ripped clothing, miniskirts, underwear as outerwear,
inappropriately revealing attire such as bare midriffs, and flip-
flops. Many corporations also frown upon open-toed shoes and
shorts.
Dressing for the Occasion

Telephone Etiquettes…
The essence of dealing with people , politely and
efficiently over the phone can be boiled down to…….
telephone etiquettes.
Everyday, on an average , a person
Spends more than 3 hours on
phone…….
So it becomes mandatory to get
through the basics of telephone
etiquettes………

Placing a telephone call…
If you’re making a call,
identify yourself first, then
ask to speak to the person
you’re trying to reach.
On finally reaching the person…
Before jumping into a
deep conversation,
ask if they have time
to talk. MSc. Suzana Taipoviq

If you’re on the phone and
another call comes in…
Always ask if it’s alright to put
them on hold
Always give a brief explanation
of the reason of hold.
Sign Language?
Do not interrupt someone on
the telephone by
gesturing,
speaking or
writing them notes!MSc. Suzana Taipoviq

What about voicemail?
If you must leave a
message, state your name
(spell if they don’t know
you), phone number, date
and reason for the call.
Repeat your phone
number at the end—
SLOWLY.
When you are in ANY meeting
turn off your cell phone ringer—
accept voicemail and text messaging
only!MSc. Suzana Taipoviq

Can you hear me now?
If you have to take a call in a
public place—try to move to a
more private space.
Hearing one-sided
conversations alienates the
person NOT in the
conversation!
If you have to talk in a public
place (bus, elevator, airplane etc.)
keep it short and discreet.

Email Etiquette
Ways to properly send emails on mass
emails.

What are mass emails
Mass emails are emails
sent out to multiple
people
These emails are meant
for multiple people and
not just one person
These emails are usually
informational messages
to get in touch with
more people easier.

Rules For sending out Mass
Emails
Make sure that they are SPELLED properly, no one
hates having the embarrassment of misspelling
Do not send personal or praise emails out over mass
email
Make sure that the email
is for everyone to view and
is not offensive!!!!

Examples of bad emails
To: Members@thelist.com
From: billy@hotmail.com
Topic: Officers Meeting (officers only)
Subject:
I was emailing you to tell you that we will
have a meeting this Thursday at
MacDonald's.
We will be going over the months
community service projects.
See you there
Bob
President
This email might seem to be ok but
really it is not.
The non officers might over look
the topic read the email and show
up at the meeting
Only to waste their time.
If you want to email the officers
make a separate list serve or put
the emails in, do not email the club
list serve.
Bad because…

The way they’re meant to be
To: Group@massmail.com
From: Songsinger@email.com
Topic: problems at the club office
Subject:
This week the construction going on
around the office has been sort of
destructive.
The power has been cut at the office and
there is no power.
If you were planning on going by the
office to work on project please try
next week
Jan
To: Tech@ga4h.org
From: Robbie@robsworld.com
Topic: The web page assignments
Subject:
As you all know the deadline for turning
in you pages you are designing is
March 24th
Please have these completed by this time
and up on FTP.
Hope everyone gets these done ASAP
Robbie

Reasons why both are good!
1st Email
This email is informative for
all the members
It also is meant for everyone!
It in no way makes any
personal remarks
It is ok if you want to add
jokes or comments that the
whole group understands.
2nd Email
This email is a perfect
example of a deadline or
meeting time email!
It was not sent for just the
select few but for the entire
club
Make sure if you email at
anytime you make sure the
email is similar to these
formats.
If not, thinks about emailing
it before you fill up others
inboxes!

Table manners play an important part in
making a good impression.
Here are some basic tips to help you…
Table Etiquette
A general knowledge and use of
basic etiquette makes the dining
experience more pleasant for
everyone.

Sitting down
At a very formal dinner name cards will show you where
you should sit.
If there are no name cards on the tables, the host will
take you to the correct place.
If you are at a romantic dinner, the man
should push the woman’s chair in for her.
Sometimes the waiter will do this.

Using the napkin
Place the napkin on your lap. If it is small, unfold it
completely otherwise fold it in half, lengthwise.
Once the meal is over, you too should place your
napkin loosely on the table to the right of your dinner
plate.
It should not be crumpled or twisted, which reveal
untidiness or nervousness.
Nor should it be folded, which might show that you
think your host might reuse it without washing.

Ordering
If there is something you don’t understand on the menu, ask
your server any questions you may have. Answering your
questions is part of the server’s job.
An employer will generally let you order first; his or her order
will be taken last. Sometimes, however, the server will
decide who orders first. Often, women’s orders are taken
before men’s.
As a guest you should not order one of the
most expensive items on the menu or more
than two courses unless your host shows
that it is all right.

Using the knives, forks and spoons
When you hold the knife or fork, you should relax your
fingers.
Never let the knife, fork or spoon touch the table after
you started eating.
When you take a break from eating, you simply put your
knife and fork on the plate.
When you have finished eating, you should put your knife
and fork together pointing to the left.

Eating Meal
Dip the spoon in the soup away from your body. Sip the
liquid from the side of the spoon. Don’t put the whole
spoon in your mouth.
Take some butter and put it on the plate then put some
butter on the small piece. Don’t spread the butter over
the whole piece of bread.

Basic Etiquettes for Effective Communication

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