OVER the many years that I have been in the corporate world, I have encountered many people, both clerks and executives, who need a refresher course in the proper decorum of conducting business. Here are some of the more basic ones that will hopefully help you put your best foot forward and create a favorable impression not just about yourself but the organization you represent.
First is to look the part. If you were a messenger, you can wear your typical short-sleeved uniform with your industrial walking shoes. On the other hand, as the CEO of a company, wear something that is appropriate for your position and the industry you are in. As a banker, it is expected that you are in a suit or barong tagalog.
However, if you are running a resort, perhaps something more casual and relaxed is expected, but that is not always the case. For example, cruise ships and airlines have captains and officers wear their formal uniforms with ranks to establish authority. Regardless of what you are wearing, make sure that it is properly ironed, clean and neat.
When in uniform, ensure that you wear it properly with the correct placement of the rank, insignias, and do not mix and match. I have seen military and law-enforcement personnel who should know better than to use civilian head gear, such as sports caps with their uniforms. Keep yourself properly groomed at all times, with a haircut that is appropriate for your job and industry. The expectation of the haircut of a military officer is different from someone in the movie industry. Keep your nails properly trimmed regardless of your rank and industry. Growing the nails on your little pinky to use as a tool is totally uncool. If needed, bring a Swiss army knife instead.
Second is to respect time. Frontline personnel are expected to man their stations by the time it opens. It means that you should have already settled in your post and done your preliminary preparations so that you can immediately do your job or serve your customers at the set time. The same goes for meetings. The protocol is that you never keep someone more senior or more important (like the customer) waiting. However, this does not mean that you arrive an hour earlier than the agreed time, as this creates unwarranted pressure on the person you are scheduled to meet. Coming in a few minutes to, say, 10 minutes, is acceptable and should also give you some time to settle in, go to the toilet and catch your breath.
For people who are senior enough or whose position dictates the necessity of a calling card such as sales agents, ensure that your calling cards are not crumpled up and have the right updated information. The only time that writing on your calling card is appropriate is when you try to personalize it by providing your cell-phone number or other “private” information. Note also that it does not look nice when you write down your cell-phone number for everyone, just have it printed on your card and save the people you are giving it the trouble of having to decipher your hand writing.
The right time to exchange calling cards is at the start of the meeting.
If you are hosting a meeting, it is presumed that whoever you agreed to meet is important enough to warrant common courtesies, such as offering some water, coffee or tea and not let them wait outside your office for a long time. A few minutes’ delay up of to perhaps 10 minutes is the limit of politeness that you can expect. Beyond that, perhaps the meeting will have negative consequences. An appropriate waiting area should be extended to your visitors, one that has comfortable seats and is well-ventilated.
Finally, when talking, use the appropriate words, speak audibly and clearly. Much about you can be discerned by how you talk and carry yourself. Practice if you have to, but it takes a certain amount of experience before you can build up that confidence that you are conducting yourself in
a professional manner.
If you are still learning the ropes, let your boss do the talking and learn from the people you admire. Remember it is better to be more conservative and polite than to be risqué.
Comments may be sent to georgechuaph@yahoo.com.