Business Etiquette
Quote: “No one forgets a first impression. Make sure new contacts remember you for the right reasons.”
What is This Section About?
This section of Trainer University provides framework and suggestions for how to properly present yourself and interact with clients and new contacts in formal and informal settings.
Why is This Section Important?
As an employee of the company, you represent not only yourself, but also Trainer Communications as a whole. If you are professional, courteous and respectful of our clients, they will naturally reciprocate and show respect to you and other team members. Trainer Communications has several business etiquette rules and guidelines that we follow, including:
In formal business situations, your host (generally the most senior person there or the person who planned the event) meets, greets and introduces people. Here are some tips to help you navigate the introduction waters:
What is This Section About?
This section of Trainer University provides framework and suggestions for how to properly present yourself and interact with clients and new contacts in formal and informal settings.
Why is This Section Important?
As an employee of the company, you represent not only yourself, but also Trainer Communications as a whole. If you are professional, courteous and respectful of our clients, they will naturally reciprocate and show respect to you and other team members. Trainer Communications has several business etiquette rules and guidelines that we follow, including:
- Respect your clients’ time by being punctual to meetings and events.
- Respect your clients’ privacy. Avoid prying into private affairs unless invited to do so.
- Handle yourself in a gracious and courteous manner during business meetings.
- Write follow-up letters/emails and thank you notes to clients.
- Remember that you are an employee of Trainer Communications even when you are out of the office, e.g. when attending trade shows, networking events, and on-site for client meetings
In formal business situations, your host (generally the most senior person there or the person who planned the event) meets, greets and introduces people. Here are some tips to help you navigate the introduction waters:
- Always introduce the most senior person to the lower titled person. “Ms. CEO, please meet junior executive.” Or “Client, please meet your new executive on the account, Mr. Senior Manager.”
- When introducing two people of the same rank, introduce the person you know better to the person who you don’t. “Mr. Longtime Co-worker, please meet Mrs. New Acquaintance.”
- Don’t introduce two people and then walk away. Leave them with a common interest that they can discuss or a common topic. “Mr. X, please meet Mr. Z. Mr. X, you may know is on the board of Awesome Company and spends his weekends working with Habitat for Humanity.”
- If you are introduced incorrectly, or someone pronounces your name wrong, immediately make a polite correction. Don’t ignore it. You can say “Thank you, it’s nice to meet you. I wanted t let you know my name is Erin Lumley, not Karen Lumley.”
Handshakes
In America, we shake hands when we meet new people and make direct eye contact. It is expected and shows a sign of respect. Not shaking hands shows you are inexperienced and some may interpret it as a sign of disrespect. You always shake with your right hand (I’m sure you know this) and you’ll want a firm, short hand shake with one or two pumps. Very short and respectful. Be direct about shaking hands, don’t throw your hand out there if the person has no free hands or it’s at an inappropriate time in the meeting. It’s normal to exchange handshakes at the beginning of the meeting, as well as at the conclusion when you’re exiting the venue. When being introduced, always stand so you can conduct the handshake in the most respectful manner.
Conducting Business on the Phone
Here at Trainer Communications, we conduct a lot of business over the phone. Every person you talk to gets a sense of Trainer Communications. Please read the following guidelines carefully and remember them next time you pick up the phone:
- Always introduce yourself first and speak slowly and carefully. “Hi, my name is Erin Lumley with Trainer Communications…” Make a conscious effort to slow down your speech on the phone, especially when speaking to press and analysts.
- Be patient. Not everyone runs on Trainer time (coffee infused mach speeds), so be courteous if put on hold, or speaking with someone who may have trouble understanding the situation.
- Provide as much information as possible. Don’t make the person on the other end dig for information, provide all details, e.g., phone numbers and contact information, upfront.
- Explain the situation briefly when making follow-up calls. Not everyone will remember you or what the situation entails, so provide one or two sentences recapping the situation.
- If you get voicemail, leave a brief message. State your name, and company. Explain exactly why you are calling and what you need, then give your phone number and email address (speaking slowly) and repeat this information and then state your name again.
- Find out the name of who you are speaking to, and always thank them for their time. You may need to call back so getting the person’s name is very important.
Events Protocol- eating and drinking
You’ll be attending a lot of events here at Trainer
Communications and alcoholic beverages and eating will play a big role. Trainer
communications has a two-drink policy for all company occasions -- no more than
two alcoholic drinks during any business function. All Trainer employees are
responsible for themselves when departing events; and if you are driving, we
strongly recommend not drinking. Below
are the Trainer Communications rules and guidelines for handling food and
drink:
- Eat and drink separately from the event. If you are at an event where food and drinks are being served, by all means enjoy, but a good guideline is to eat away from the party. Grab a plate and your drink, nestle yourself out of the way and finish your food. Then clean up, and go back out to the event to partake in the activities.
- We do this because as a Trainer representative, you are not at the event to eat and drink, you are technically working. Plus, it’s hard to talk, shake hands, exchange business cards, etc. when you are balancing a plate of food and a drink.
- How to say no to drinks. You don’t have to be rude to decline drinks at a client dinner or networking event. Here is what you can say, “Oh thank you but I have an early meeting tomorrow and would rather stick with soda water and lime.”
- If you are drinking, then try these tips to help you stay clear of mind.
- Have a glass of water in between your drinks
- Slow down with your drink - make that glass of wine last
- Stay away from hard alcohol - stick with beer or wine
- Trainer wants all employees to be safe, so please do not drink and drive.
Dress Code
At Trainer, you’ll find yourself in many different situations including networking events, on-site client meetings, tradeshows, traveling to other cities, and client dinners. You’ll want to dress the part, and Trainer Communications believes that it is better to be overdressed than underdressed. For most situations, wearing business casual attire works. Think Banana Republic or Nordstrom, and not so much Forever 21.
Looking the part will help build confidence with your clients and co-workers. If you have any questions on what to wear to events, ask your manager. We are here to help you and have no problem taking the time to discuss this with you.
Looking the part will help build confidence with your clients and co-workers. If you have any questions on what to wear to events, ask your manager. We are here to help you and have no problem taking the time to discuss this with you.