Business Etiquette: Basic Rules of Conduct

Every person is important to know the basic principles of etiquette when dealing with people. It is necessary to create a favorable environment in society and friendly relations. Of particular importance is business etiquette. It implies the established order of communication and behavior in business and business relations. Knowledge in this area will help you to establish yourself well at work in the eyes of your superiors and colleagues, as well as to get a position one step higher.

It often happens that company employees have no idea about the rules of communication among themselves in a team, and this entails the inability to find contact with superiors and colleagues. In this case, the employee feels at a deadlock, when it becomes necessary to ask for an increase in salary, to competently introduce himself to a new employee or director.

From the above we can conclude that knowledge of the rules of correct communication for business is the key to successful business management and the main indicator of employee skills.

So, in order to delve into this topic and learn new knowledge and rules, you need to know the specifics of this area.

Business etiquette is divided into the following categories:

• Non-verbal behavior - gestures, manners (handshakes, manner of sitting, positioning among colleagues).
• Protocol issues: first meeting, presentation to colleagues or superiors, the location of the person in the hotel.
• The behavior of the chief and employee.
• Admission rules for owners and visitors of restaurants, cafes, etc. (table setting, tips, the arrangement of guests at the table).
• Dress code. Under it means the rules for choosing a suit and appearance design on the main criteria.

• Rules drinking alcoholic beverages.
• Peculiarities of behavior in different countries (China, Japan, Germany, India and many more countries require different behaviors in accordance with national traditions).
• Manners of negotiation using the phone.
• Rules of conversation in the network.
• Verbal rules of communication - a way to construct sentences, the use of certain words, the regulation of intonation, etc.

The concept of business etiquette includes all norms and behavior groups in the office.

It may seem that the existing rules of communication, which should be observed in society, are also suitable for business. In order to decide on this issue and dispel doubts about the need for knowledge in the field of working etiquette, consider first of all its functions.

Business etiquette is one of the main aspects of professional activity. Often, a large part of the probability of a transaction is the ability to make the right impression on a person.

Realizing the great importance of correct behavior in business, the Japanese spend billions of dollars a year. This is not to say that this investment is meaningless: the success of a company and transactions depends on the skills of the employee to interact in business and invest in the common company.

Unfortunately, a great many domestic Russian entrepreneurs are not so closely acquainted with professional etiquette. This is not due to the unwillingness of the individual to learn new things, but because of ignorance of the scale of the importance of the rules of behavior. It is worth noting that often there are meetings of domestic and foreign entrepreneurs. For the successful preparation of transactions in such circumstances it is necessary to know the subtleties of interaction with foreign nationals.

Modern etiquette is almost the same in many countries, even though their culture is different. In forming these rules, all components of a national culture are taken into account.

Here are some rules that will serve as the foundation for building relationships with colleagues and superiors at work:

• The golden rule of ethics: “do with others the way you want them to do with you”. In truth, this is the main rule of communication in all spheres of life. A person subconsciously perceives your attitude by verbal and non-verbal signs. Therefore, he feels both positive and negative attitudes towards him. If you greet a person with a warm smile, then surely he will answer you the same. The same rule works with a careless gesture or a cold greeting.
• Your clothes should not attract too much attention.. Everyone wants to be beautiful, but in some situations an abundance of accessories, a frank neckline or an overly bright suit can play against you. The interviewee will not be able to focus on the essence of the conversation or simply take you seriously. Restrained style is best suited for business.

• Punctuality is the main rule of successful work. Do not be late and postpone the implementation of work for a long time. The ability to do everything on time demonstrates a serious attitude to work and inspires respect from colleagues and superiors. A punctual worker is more likely to get promoted and stay in good standing with his superiors.
• Always watch your speech.. You must explain clearly and correctly. The ability to speak beautifully from ancient times is valued at a high level. Written notes and notes should be informed and unclouded.

• Subordination is required. You can not mix personal and official relations, otherwise it will entail disastrous consequences for both the first and second relationships.
• This rule is related to the previous one: don't talk about yourself too much. You should always be able to keep a distance with a person. Otherwise, there will be a violation of subordination with colleagues or superiors, or even an abundance of rumors arising from your own stories.

Every letter you write should be in a business style. Words-parasites, metaphors, lyrical digressions, a long statement of things “not in essence” are completely unacceptable. In addition, sentences must be written correctly, in terms of grammar, spelling and punctuation. When creating a document, use only suitable paper, letterhead, enter a valid address. Proper registration of the letter will show your respect for the addressee.

The most important rule is to show respect for the other person. It is necessary to limit all topics that can knock a conversation out of a positive rut. Discussion of outsiders, focusing on their appearance, marital status, rumors or diseases is completely unacceptable. In this case, you may be suspected of slander, which will cause the interlocutor negative feelings towards you.

Talk calmly, try to avoid expressive gestures and topics that can turn your conversation into an active discussion. If you feel that a controversial topic is about to arise, try politely and unobtrusively to switch the topic of the conversation. If you want to argue with your interlocutor, this should be done in a calm, even tone.

There is a type of people who, due to their quick temper, immediately nullify all the arguments of an opponent and rush to convince him otherwise, even without letting the interlocutor speak out fully. This is a blunder. Do not try to drive your opponent’s point of view, just express it calmly and fully, and then there is a high probability that he will support you. But it is not worthwhile to act the other way around: hastily agree with everything that a person says, as this annoys no less than constant disagreement.

Be able to maintain a pause in communication, focus all your attention on the interlocutor. Listen carefully what he says, you can respond with quiet interjections or nodding your head. In this case, the speaker will be pleased to communicate with you, the contact will already be established.

Your voice should not be too loud or quiet, it is unacceptable to raise it to the interlocutor, to speak in a threatening or mocking tone. It is advisable not to delay the interlocutor for more than 10 minutes, otherwise the conversation may bore the person. Change the interlocutors, expand the circle of communication - in this case the correct temporal measure of the conversation will be observed.

If the conversation drags on, the topics for conversation are over, and you feel an awkward pause, a good way to stop the conversation is to pour water, make an urgent phone call, etc.

Talking on the phone is of great importance when conducting business conversations, since this tool allows you to give orders, ask for something and hold a business conversation. Telephone conversations are especially useful in cases where the interviewee is far away. A telephone conversation determines how much a person wants to deal with you in real time, therefore, this part of the etiquette should be taken seriously.

A feature of telephone conversations is the obligatory ability to briefly and clearly state the main idea and get an answer. In this case, the less time you take from the subscriber, the better. For example, an employee of a Japanese company is obliged to settle all questions that have arisen by phone within three minutes, otherwise he will simply remain without work.

The foundation of successful telephone conversations is tact, goodwill (this applies not only to words and expressions, but also to your tone), the desire to promptly help the interlocutor in his problem. It is important to establish mutual trust, which is based primarily on your positive attitude.

The true mood of the speaker is always noticeable, no matter how he tried to hide it.

No need to have a conversation slowly and quietly. Moderate expression in this case plays a big role. It depends on the ability to interest the interlocutor and rivet his attention to the object of conversation. Speaking need convincingly and with full confidence in their knowledge and competence.

Do not neglect the value of intonation: psychologists say that a person perceives almost half of the information using the intonation of the interlocutor. Speak calmly and smoothly, do not try to interrupt the interlocutor.

If the interlocutor is in a bad mood and is trying to recoup on you, making unfounded accusations and setting up a dispute, do not respond to him in the same way. Partially agree with his opinion and try to understand his motives. Try to avoid narrow professional expressions that can lead the interlocutor to a dead end: state everything as clearly and clearly as possible, but in a businesslike manner.

Talking on the phone can be complicated by the fact that hearing the names of cities, complex names and terms can be difficult. Speak long words slowly and by syllables, if a subscriber writes an address during a conversation, then you can spell it out to spell it - it obviously won't hurt anyone.

We give a small list of phrases that you may need to communicate by phone.

Requests:

• “I beg your pardon, could you call us a little later?” "
• “Please repeat again if it doesn’t bother you.”

Apologies:

• "I apologize for the late call."
• "I apologize for the forced long conversation."

Thanks:

• “Thank you for your advice, we will definitely take into account your suggestions.”
• "Thank you for giving us your attention."

Wishes:

• "All the best".
• "Have a nice evening".

Answers to any requests:

• "Of course, we will help you."
• "Yes please".

Answers to apologies:

• "Do not apologize, everything is fine."
• "Do not worry".

Replies to thanks:

• "I was glad to do you a favor."
• "Well, you, this is my job."

Errors that can be made in a telephone conversation:

• If you doubt that the subscriber you need is in touch, it is better to specify: “I beg your pardon, is this number 536-27-679? "Do not ask:" I got there? " "Who are you? »If you have dialed a subscriber, and an urgent need to distract from the call, tell him that you will call back in a couple of minutes. Do not keep the person in touch.
• Try to dial the exact number checked. Do not ask a question like: “What are you doing on Friday night? »This is not a very correct construction of the question, which will force the subscriber to state his personal affairs or admit that he is not busy with anything. It is better to clarify whether it is difficult to meet him at this time.

• You need to call at the right time. Night or lunchtime just make it difficult for the interlocutor. Before you make telephone calls, make a brief conversation plan so that the conversation does not become out of date. Do not conduct parallel conversations.
• Avoid long monologues and do not forget to listen to the interlocutor. Questions like “Who am I talking to? " "What would you like? "Sound extremely rude and turn a business conversation into a classic interrogation.

Features of negotiating with foreigners is not only in the difference of customs, but also in terms of national character. For example, Americans and Italians are free to talk in a raised voice, while the British try to have a calm conversation. The Latin American interlocutors have the habit of close proximity to each other during the exchange of information, while for other nations it is important to keep a distance.

The greeting in each country is different. In some countries, a handshake in dealing with women is inappropriate, so it would be logical to wait for the woman to stretch her hand to you. A handshake should not be too strong. In Latin America they usually greet with the help of hugs, in Asian countries they often bow. In France and the Mediterranean countries are often welcomed with a kiss on the cheek.

Most often, the main task in the exchange of information is the correct interpretation of sentences by the translator. It is necessary to avoid the use of ambiguous phrases, to speak slowly and clearly. Do not quote from poems, phraseological units and similar expressions - they will be difficult to translate, since the translation of such expressions takes a lot of time.

If you have a feeling that the situation did not appear too benevolent, rather, due to a misunderstanding connected with the translation, do not let everything take its course. The translator can ask you and the interlocutor to once again express their point of view in order to decide on all the questions that have arisen and to smooth out possible awkwardness.

You can not neglect their appearance, because it is the first impression that forms the attitude towards a person:

• Suit is the main element of a business person. A person who looks neat and well-groomed, inspires confidence, the person has the impression that in professional matters a person is no less careful and attentive.
• Do not combine a business suit with sports shoes or bags. This option spoils the whole official business style. But if the need arose to use a sports bag, select the bag according to the color of the suit.

• A tie is a mandatory attribute of an official business style. Do not neglect this item of clothing. Some jackets are worn most often without a tie, but this option does not belong to the official business style.
• Prefer the classic colors of the costume and discreet tie without a bright pattern. Socks should also be dark in color. This is the perfect image for a business person.
• Knotted tie should be of medium length: reach the end of the belt buckle.
• You should not combine in its image two elements containing a pattern. Jewelry should be minimal.
• The appearance of women should not attract much attention. Frank neckline or flashy costumes are not allowed, makeup should be soothing shades. Hair should be carefully removed and accessories should be used in limited quantities.

The ability to adequately keep oneself, to clearly express oneself, unobtrusively bypass conflict situations and have an attractive look necessary for a successful person. We hope that the above rules will help you successfully join the team and conduct a lot of successful transactions.

At the interview you need to carefully listen to questions of the head. Delve into the communication technology in the team, its content. Find out whether gift giving gifts to each other and superiors is common among subordinates. All these recommendations will help you to join the team and understand the rules of the company's protocol.

In England, Italy and the USA, the requirements for business etiquette are completely different than in Russia. Arab companies, for example, never accept gifts. But the essence of business etiquette and its definition always remain the same. Requirements are one for all.

For more information on business etiquette, see the following video.