Business Etiquette You Should Know

By Susan Bryant, Monster Contributing Writer

What's the difference between the rising star whose career is picking up speed and his counterpart who can't seem to get the engine to turn over? Often, the star has mastered the nuances of business etiquette -- the subtle but critical behaviors that can make or break an important meeting, influence a first impression or impress a potential client.

According to Hilka Klinkenberg, director of Etiquette International, a business etiquette firm, the basics of professional etiquette are really quite simple. First, understand the difference between business etiquette and social etiquette. Business etiquette is genderless. For example, the traditional chivalrous etiquette of holding the door open for a woman is not necessary in the workplace and can even have the unintended effect of offending her. In the work environment, men and women are peers.

Second, your guiding principle should always be to treat people with consideration and respect. Although this may seem obvious, Klinkenberg cites this basic decency as a frequent casualty in today's workplace.

Here are a few of the specific dos and don'ts of business etiquette you are likely to encounter during your workday.

Introductions

The proper way to make an introduction is to introduce a lower-ranking person to a higher-ranking person. For example, if your CEO is Mrs. Jones and you are introducing administrative assistant Jane Smith to her, the correct introduction would be "Mrs. Jones, I'd like you to meet Jane Smith." If you forget a person's name while making an introduction, don't panic. Proceed with the introduction with a statement such as, "I'm sorry, your name has just slipped my mind." Omitting an introduction is a bigger faux pas than salvaging a botched introduction.

Handshakes

The physical connection you make when shaking hands with someone can leave a powerful impression. When someone's handshake is unpleasant in any way, we often associate negative character traits with that person. A firm handshake made with direct eye contact sets the stage for a positive encounter.

Women take note: To avoid any confusion during an introduction, always extend your hand when greeting someone. Remember, men and women are equals in the workplace.

Electronic Etiquette

Email, faxes, conference calls and cell phones can create a veritable landmine of professional etiquette. Just because you have the capability to reach someone 24/7, it doesn't mean you should.

Email is so prevalent in many of today's companies that the transmission of jokes, spam and personal notes often constitute more of the messages employees receive than actual work-related material. Remember that your email messages are an example of your professional correspondence. Professional correspondence does not include smiley faces or similar emoticons.

Faxes should always include your contact information, date and number of pages included. They should not be sent unsolicited -- they waste the other person's paper and tie up the lines.

Conference-call etiquette entails introducing all the participants at the beginning of the call so everyone knows who is in attendance. Since you're not able to see other participants' body language and nonverbal clues, you will have to compensate for this disadvantage by communicating very clearly. Be aware of unintentionally interrupting someone or failing to address or include attendees because you can't see them. And finally, don't put anyone on speakerphone until you have asked permission to do so.

Cellphones can be a lifesaver for many professionals. Unfortunately, if you are using a cell, you are most likely outside your office and may be preoccupied with driving, catching a flight or some other activity. Be sensitive to the fact that your listener may not be interested in a play-by-play of traffic or the other events you are experiencing during your call.

Even if you have impeccable social graces, you will inevitably have a professional blunder at some point. When this happens, Klinkenberg offers this advice: Apologize sincerely without gushing or being too effusive. State your apology like you mean it, and then move on. Making too big an issue of your mistake only magnifies the damage and makes the recipient more uncomfortable.

13 Ways Your Resume Can Say 'I'm Unprofessional'

Hiring pros share the faux pas they find in real resumes, including wacky e-mail addresses, defunct phone numbers and cookie-cutter templates.

By Lisa Vaas

No offense, thebigcheese@domain.com, but if nobody has told you yet, we’re telling you now: That e-mail address is not making you look particularly professional.

Unprofessional e-mail addresses are just one way of sending hiring managers the wrong message. If you want to be taken seriously when you apply for jobs, you need to put some polish on your resume, your cover letter and everything contained therein. Hiring professionals repeatedly run across these red flags that scream “unprofessional.” A number of recruiters and HR managers shared with TheLadders common errors from their own professional experiences.

1. Random/cute/shared e-mail accounts

E-mail accounts are free. There’s no reason not to sign up for your own. Yet many mid-career professionals share an e-mail account with a significant other or the entire family, generating addresses such as dickandjane@domain.com or thesmiths@domain.com. Also stay away from cutesy addresses. After all, butterfliesaremyfriend2010@domain.com, you can always share your admiration of Lepidoptera with colleagues after you’ve been hired. Ditto for offensive, flirtatious or sexual e-mail addresses.

Think we’re exaggerating? These are actual e-mail accounts cited by Jillian Zavitz, who’s responsible for hiring as the programs manager for TalktoCanada.com, an online English language-training course based in Canada. (We’ve changed the domain names to protect the innocent.)

Instead, adopt an address that incorporates the name you use professionally on your resume and cover letter.

2. Failure to proofread

Deidre Pannazzo, executive director at Inspired Resumes, said it’s “amazing” how many people submit resumes that contain “numerous typos and misspellings.” Even better than spell check, she said, is to have a friend review the document for you.

“Make sure your dates are consistent, and that you don't confuse your story with overlapping time lines,” she said. (For an in-depth look at how to tackle proofreading your resume, click here.)

3. Bikini pictures

Resume experts advise against attaching pictures or any image files to a resume. They can “choke” an applicant tracking system (ATS), the software that automatically scans and parses resumes. (Click here for an in-depth look at how your resume is handled by technology after you press submit.) In addition, hiring professionals warn against giving anyone a reason to prejudge and form a negative opinion based on your appearance. Indeed, some HR departments will immediately discard resumes with photos to avoid any possible accusations of discrimination on this basis.

But still applicants send photos. Most troublesome of all, said Zavitz, are the beach shots. “(No) pictures where you are in a bikini at the beach (real story, and it wasn't a flattering picture either) or at a New Year’s party with your friends (obviously drunk). Not cool.”

4. Unprofessional voicemail

If your resume is strong enough to convince the recruiter or hiring manager to reach for the telephone, be sure what he finds at the other end of the line represents you in the best light – that means your voicemail or whoever might answer the phone.

Marlane Perry, managing director of the Executive Search Division of Magill Associates, said she is unimpressed when a phone number on a resume leads her to an unprofessional recorded voicemail or a conversation with a third party who can’t be trusted to take a message. “If you don't trust your roommates to answer the phone and take a decent message, then only list your cell phone,” she said.

5. Lazy words, ‛etc.’

Perry said that use of “etc.” on a resume is a sign of laziness: The job seeker obviously “can't even take the time to list out all of [his] duties.” She has seen the error on both junior- and executive-level resumes. Another no-no is saying "same as above" anywhere on a resume. “If you had similar job functions at your last two jobs, summarize the responsibilities and then bullet out some of your accomplishments,” she suggested.

6. Cookie-cutter resumes

Samantha Goldberg is a celebrity event designer and TV personality who’s always looking for employees for administrative duties or to help plan an event. She said she often reviews resumes and cover letters that aren’t even vaguely customized for her business.

“It’s more like ‛Mad Libs’ — they just fill in our name as they send them off!” she said. “Just once, I would love to have them describe me on the cover letter instead of saying that they respect my career status and have been following my career.”

On many occasions, Goldberg said, she specifically lists a prerequisite of at least three years’ experience with planning events that does not include friends, family or applicants’ own weddings. “They obviously don’t read my prerequisites and send an e-mail stating that even though they haven’t orchestrated events for anyone they have always been told they should be in the industry if I would just give them a chance.”

7. Everything but the kitchen sink

“I don't care, nor have time, to read about your life story,” Zavitz said. “If you can't whittle your resume down to a page or two at max, I will not read it. If it's not related [to the job or your work history], don't include it.”

8-13 ad infinitum...

Larry Lambeth, president of Employment Screening Services Inc., which helps companies review job applicants, offered a laundry list of professional gaffes he’s seen on resumes and job applications:

• Listing a spouse as a reference
• Not spelling out the name of an employer or school (“LSU” instead of “Louisiana State University” or “ZDE” instead of “Ziff Davis Enterprise”)
• Not providing a city or state for an employer or school
• Omitting the area code from a phone number for a reference or employer
• Providing only a first name for a supervisor or reference
• Including phone numbers that are no longer in service for references or employers

How to Use Social Media in Your Job Search

By Heather R. Huhman - http://heatherhuhman.com/

Networking has always been a key to success in the job search—and social media is a prime way to build mutually beneficial relationships while on the hunt for a new job. These relationships can lead you to unadvertised job openings, help you gain knowledge and understanding of your industry, and even land you a referral to a company you’d love to work at.

Getting Started

If you don’t already have a presence on the top social networking sites (LinkedIn, Twitter, and Facebook), set up an account on each one you plan on using for your career and job search. You might also choose to blog—so search around for the right platform for you. If you already have accounts on any of these sites, make sure that it’s appropriate for your job search. You never know when a potential employer might be looking! Delete the questionable content or change your privacy settings to make your online presence as professional as possible.

Completely fill out your biography, about me section, interests, skills, etc. Many recruiters and employers use search tools to find candidates that match the job description using keywords and phrases. Share your experience, education and accomplishments in your profile to help employers learn the most they possibly can about you.

Use a similar handle across networks. Make it easy for others to find you on whichever platform they use by using your first and last name in your unique URL or as your handle. If you have a common name, consider differentiating yourself by incorporating your skills or profession into your username. To check username availability across multiple platforms, use tools like KnowEm or NameChk.

Upload a professional profile photo. Help others get to know you by putting a photo in your profile. A close-up, professional headshot should do the trick.

Social Media & Your Job Search

Why do you need social media profiles to be successful in your job search? Well, there are a few reasons:

Networking opportunities. Eighty percent (or more) of job opportunities come through some form of networking—and I truly believe that networking is one of the most important tools in your job search toolkit. Meet new contacts from across the world by engaging in conversation on social media and participating in chats, groups and more.

Professional online presence. Employers today are screening candidates based on their online reputational data—profiles, search results, websites, photos, and anything else they can find that’s attached to your name. Proactively creating professional results shows that you’re serious about your job search and career.

Thought leadership. Show that you’re committed to your career by positioning yourself as a thought leader in your industry. Write blog posts pertaining to recent trends in your field, share advice from other thought leaders and participate in online groups and chats.

Connect directly with employers. Recruiters, hiring managers and CEOs are now active on social media. Read their blog, connect with them on LinkedIn or Twitter, and comment on the content they share. It’s easier than ever to build relationships with folks you might never meet in real life—take advantage of it!

Tips for Successful Social Networking

·      Focus on building mutually beneficial relationships—don’t just connect with people that can help you. Think about how you can help them, too.

·      Regularly post interesting articles, photos, videos and other content to stay visible online.

·      Don’t spam your network by constantly talking about yourself.

·      Look for folks in your industry and geographic area to follow and connect with.

·      Dedicate a portion of your day to your maintaining your online presence, following new people, thanking others for sharing your content, etc.

5 Reasons Why You’re Not Getting Called Back (And What To Do About It)

by Jasmin French  - http://blog.brand-yourself.com/

So much of the conversation about personal branding focuses on being noticed. Whether it’s creating a blog or maintaining a great personal style – much is said about the need to stand out among the masses and make a great first impression.

I definitely don’t discount the importance of making a great first impression (after all, according to a University of Illinois study, it may take up to 21 interactions to undo a bad first impression); however, I always encourage my clients and the audiences I speak in front of to stop focusing on being noticed and instead focus on being remembered.

You may be wondering, “What’s the difference?” Being noticed gets you a business card. Being remembered gets you a returned phone call. As you develop your personal brand, your focus should be on creating ways to stay at the forefront of the minds of the individuals whom you’ve identified as valuable contacts.

KEEP READING IF THIS APPLIES TO YOU: You’ve identified the right contacts. You’ve managed to get their contact information and have reached out to them. Now you’re simply waiting for your phone to ring. Below are five potential reasons you haven’t heard back from them (and what to do about it).

1. You Tried To Get Married on the First Date

When you fail to properly establish a relationship, it is easy to move too fast too soon. We would all raise our eyebrows if someone proposed to us (ring and all) at the end of a first date. Why? Because we know the value of timing and the importance of investing in a relationship over time in order to be in a position to take things to a more serious level.

The same can be said for your relationships with the people in your network. Exchanging business cards isn’t a guarantee for business, a referral, a job, etc. Take the time to invest in the relationship and work your way up to the big ‘ask’.

2. You Failed to Manage Your Expectations

Making a leap and assuming that an employee at your dream employer is well connected or well respected within that organization could be problematic. If you approach them with the expectation that they are your ‘in’ to securing a job or business – you will likely be disappointed. Unless your key contact is a key decision maker or directly involved in the hiring process, they may be limited in what they can do for you.

Instead, adjust your expectations and treat them as an additional pair of hands involved in the project of building your career. The project does not live or die by their involvement but instead can be enhanced by it. Alleviate the pressure you might be placing on a contact and meet them where they are. Manage your expectations and let them help you where they feel most comfortable (believe me they’ll be better at it).

3. You Forgot About the Jerry Maguire Mandate

In the 1996 cult classic “Jerry Maguire”, sports agent extraordinaire Jerry Maguire (played by Tom Cruise) gets an ear full from his all flash/little substance client Rod Tidwell (played by Cuba Gooding Jr.) as Tidwell reminds him about what was most important to him – “Show me the money!!”

In order to get that sought after returned phone call, email or face-to-face meeting, you must be able to clearly articulate the value you add. How? You must show that individual or that organization that you solve a (real) problem that they have and that you solve it better (and not just cheaper) than anyone else. Effectively you must prove to them that they would miss out by not returning your phone call. Show them the value!!

4. You Ignored Non-Verbal Cues.

There are times in life when someone just isn’t interested. For whatever reason, they have no desire to buy what you’re selling. One can only hope that realization is made early on in a relationship allowing both parties to go their separate ways (the challenge occurs when a lot of time, energy or money are invested before arriving at that point).

Perhaps your audience has made it clear – using non-verbal cues – this is one of those instances. But unfortunately in your zeal to establish the relationship, you completely ignored those clues. Now you’re phone isn’t ringing and you’re not sure why.

Pay attention to whether they are reluctant to hand you a business card or seem very vague and evasive when asked about the proper time for a follow-up. For example, if you’re at a networking event and after meeting someone they fail to acknowledge for the rest of the night – there might be an issue. Listen with your eyes as well as your ears. Non-verbal signals may be telling you to move on.

5. Your Disappearing Act Rivals David Blaine’s.

If you’re genuinely stumped and can’t figure out why you haven’t heard back from that person you met a few weeks ago stop and ask yourself, “Am I consistently putting for the time and effort necessary to build this relationship?”

If you are sporadically reaching out to your network with no real rhyme or reason, you are making it extremely difficult to stay at the forefront of their minds. If you find yourself reaching out to them only when they have a job posting, when you want an introduction to someone in their network or simply too infrequently to have an impact – you’re probably sabotaging your own efforts.

You shouldn’t be popping up and appearing when you need something and then disappearing not to be heard from again. There must be a method do your madness. Use your Outlook® calendar for reminders well into the future. Or, create a spreadsheet listing your most valuable contacts and track how often you reach out to them and the results of that contact. You may find that you’re spending too much time on some relationships and not enough time on others. Be strategic and ensure that you are consistently staying on the radars of the power players in your network. Retire the “Now you see me; now you don’t” routine.