Etiquette School of Ohio

Be Considerate When Sending Large E-mail Attachments

Please don’t send a large e-mail attachment without the recipient’s approval or prior knowledge. You don’t want to annoy someone because their computer is inoperable while they wait for your file to download.  It’s also possible they don’t have the computer software to open your attachment, which can be very frustrating.

Before sending the attachment, contact the recipient and ask them if you can send a file, the size of the file, and the format of the file.  They may ask you to delay sending it, send it in several e-mails if possible, or suggest an alternate format.

Be Helpful at a Trade Show or Convention

When a company has a booth at a convention or trade show, it is viewed as a fixture and host to all visitors attending the event.   Company employees working in the booth are perceived to be knowledgeable about the event even if they are visitors to the venue city themselves.  It is important all employees working in a booth familiarize themselves with the event schedules and amenities such as the location of the restrooms, exits, and food vendors.

Being helpful to a visitor can be wonderful PR for a company.  The visitor may not be a potential customer, but they will remember your company name and speak highly of the company in the future.

Please Wait Your Turn For Service

If you approach a customer service counter and see an associate or customer service representative speaking with another customer, do not barge up to the counter and interrupt their conversation. It is appropriate to stand aside or behind them and wait for your turn.

If the clerk offers good service, he or she will acknowledge you and let you know they will be with you as soon as possible.  They may even call another employee to assist you if one is available.

Interview Questions - “Tell me about yourself?”

This interview question used to be my least favorite of all the possible interview questions out there.  At first, it appears to vague.   However, if you give it some thought, it is a wonderful opportunity to sell yourself.  It doesn’t limit you to the questions the interviewer asks.  You have the opportunity to toot your horn here.

Be very careful not to be too casual with this question.  It’s not just chit chat to warm the interview process.  Prepare your sales pitch in advance and deliver it here.   Let the interviewer know why you would be a valuable addition to the company and a strong team player other people want to work with.

Business Presentations - Arrive Early

When giving a business presentation, plan to arrive at least 30 minutes early to allow yourself enough time to do a technical check and an overview of the presentation room.

Technical Checklist:

1. Do you have power?

2. Are there any electrical cords in your way?

3. Is your equipment functioning properly?

4. Is the room lighting properly adjusted or adjustable?

5. Microphone sound check

6. Is your visual program running properly?

7. Do you have a sufficient number of handouts?

8.  Do you have extra batteries for backup?

Room Considerations:

1. Temperature - not too hot or too cold?

2. Sufficient number of chairs?

3. Is the furniture arranged so everyone can see you and your visuals?

4. Eliminate potential of outside noise if possible.

5.  Close blinds or draperies if needed to optimize visual presentation.

Time Management - Specify the Meeting Time

Try to avoid co-workers or colleagues taking away your valuable work time by practicing the following time management skill.

The next time an individual asks to schedule a meeting time to go over something, set specific starting and ending times. This will allow others to know when, and for how long, you are available.

Rather than saying, “Let’s meet at 4:00,” you should say, “Let’s go over those details between 4:00 and 4:30.

Forgetting Names

We have all, at some point in time, had a memory lapse and forgotten some one’s name when greeting them.  When this happens to you, don’t be ashamed, you’re a typical human being.

The best policy to follow when you’ve forgotten some one’s name is honesty.  You might say, “I remember meeting you at last month’s meeting, but I’m sorry, I can’t remember your name.”

Try to say something about the person that you do remember such as where you met, where they work, or where they live.  This will help indicate you didn’t didn’t completely dismiss the last introduction  or meeting.

Closet Staples for Men

Men should make an investment purchase for a few must-haves in their closets.  These items may be worn for business meetings, job interviews, social events, and religious ceremonies.  By initially spending a little bit more for quality clothing and accessories, you will find they will last for many years and seasons to come.  You will always be prepared and look your best if you own these items.

Invest in the following:

1.  A dark suit. Select wool or a wool blend over polyester.

2.  A white button-down shirt. Choose cotton over polyester.

3. A conservative silk tie.

4.  Dress shoes to match the color of your suit.  Oxfords or wingtips are good choices.

5.  A leather belt to match the shoes.

Get your daily etiquette tweets on twitter by following LadyofEtiquette

How to Respond to a Request for Money

If you are in a position to loan someone money and feel comfortable doing so, that’s great.  Make sure you have a written statement that states the date the loan is to be paid back and the amount of interest, if any, that will be added to the loan.  Both parties should sign the statement and keep a copy for their records.

If you are unable  or uncomfortable loaning someone money, simple say, “I am not in a position to do so at this time.”

Go the Extra Mile

I recently made a purchase at a retail store and after the sales associate completed my transaction, she walked out from behind the counter, handed my bag to me, and with a sincere smile said, “Thank you for shopping here.  We really appreciate your business.”

I was in another store and asked a sales associate where an item was.  He stopped what he was doing and walked me over to the location of the item on the opposite side of the store.  Later, the sales associate passed me in the store and asked if I found exactly what I was looking for and if I needed help finding anything else.

Yesterday, I was visiting another city to deliver a presentation.  Two of the employees of the business I was working with offered to sit with me while I waited outside for my ride to pick me up.

In each of these situations my initial thought was, “How nice.”  All of these individuals went above and beyond the anticipated level of service.  They were willing to go the extra mile to help me.  As a result, I will be loyal to their businesses and share words of praise about them with others.

As we negotiate through a tough economy, it is important to remember to go the extra mile for others whenever we can.   By doing so,  you will gain respect and loyalty for yourself and your place of employment.