Welcome aboard
Guiding Factors: Participate & Learn Check need & modify
Insight into Self Behavior
Branch & leaves Visible from distance / Fast Changing
Visible from Distance / Fast Changing
I Attitude Visible if we go Close / Slow Changing
Thoughts Invisible / Very Slow Changing
Influenced from Environment
Trunk
Visible if we go Close / Slow Changing
ROOT
Invisible / Very slow Changing
Align with Self & Others… Behavior
I
Attitude Thoughts
( External )
The story of the eagle…
Higher the Gap More the Stress
( Internal )
Enjoy The Illusions
Relate Self with the Organization “I” is a bunch of roles made up of KSA + GOAL. (SMART & SWOT). “I”–Role = Empty, Role–Personality (KSA)= Ineffective.
Goals help us to use KSA, be Productive, & Develop
1. Lost his job 2. Got defeated for legislature 3. Started business and failed 4. Wife died of a fatal disease 5. Experienced nervous breakdown 6. Contested in election for speaker in legislature and lost 7. Tried for nomination in a political party and lost 8. Applied for post of land officer and didn’t get it 9. Contested for senate and lost 10. Contested for vice president and lost 11. Again contested for senate and lost AND TWO YEARS LATER….. GOT ELECTED AS PRESIDENT OF AMERICA
Growth & Development help succeed in Changing Roles. ABRAHAM LINCOLN
Organizations are Vehicles to our goals & must earn Profits. (O2)
Motivate Self: Manage your mind to achieve your Goals.
Link Fear of loss & Hope of gain with Goals. Quickly shift from “My Right” to the “Common Right”.
Etiquette and Rules of Behavior… Business etiquette is the set of written & unwritten rules of conduct to
smoothen social interactions. Office etiquettes apply to interactions between coworker & excludes interactions with external contacts such as customers and suppliers. Personal behavior indicates that etiquette is something we acquire and practice as individuals. Appropriate behavior has to be learnt from time to time. (How to Stand, Walk, Talk, eat, use telephone in a proper manner) to conduct yourself in a polite society. Cultural & religious backgrounds influence etiquettes. Office etiquettes therefore have some standard rules, which need to be learnt and practiced on a daily basis.
The Elements of a Relationship‌ Sr. No Elements
Expected stance
1
Self respect
To treat yourself as worthy of attention, & consideration. Respect begins with oneself. You cannot respect another person without a healthy dose of self-respect.
2
Mutual respect
This must flow freely in the relationship, from you to the other individual & back to you again. It must continue for the relationship to be successful.
3
Compassion
Compassion assumes a genuine concern for the other, and not with an agenda. Compassion is necessary even a business relationship that has to last.
4
Cooperation
Operating in a joint effort, towards a common purpose builds relationship strength as surely as any muscle building activity builds physical strength.
5
Mutual trust
Mutual trust is reliance based on the truthfulness, character, integrity, and the proven ability of the other individual, as you experience it over time. Trust gets built through experience with the other person. You cannot demand it.
6
Commitment
Commitment is an agreement, a pledge. Commitment is a decision and its difficult if it is avoided. Once the decision is made, the execution follows along easily.
Office Etiquette… Office etiquette are unique to every organization & it is important to understand them in order to succeed. Those who master the rules of etiquette succeed in conducting themselves according to the conventional rules’ of the Company, Colleagues or Superiors to whom they wish to show respect. Your way to Greet someone, Dress, Eat, Write letters, make a Presentation impacts sending the correct message, or making the right impression that may make or mar your career.
Addressing Colleagues How person introduce themselves to you the first time you meet them is how you should address them i.e. Formal/Informal. Later if, they change stance, respect the change & adapt to the new request. (“We will be working together please call me Suman”. May be previously she introduced as “Dr. Khopkar”)
Call colleagues by their names: nicknames are not appropriate at workplace. If some term bothers you politely tell the person & give the name you prefer. Family members working together should avoid using pet names & discussing family issues at the office. Never address anyone with words like ‘honey, darling, love, dear or sweetheart’
Conversations at Work Excessive social chit-chat, gossip, politics & anything very personal has to be avoided. Criticizing or reprimanding someone in front of others is hurtful & shows insensitivity. Praise in Public & Reprimand in Private. Don’t discuss your personal affairs at work. If needed seek help from right person. Avoid asking personal questions & don’t feel obliged to answer personal questions. Don’t shout to get someone’s attention. It reflects laziness & disrespect for the person. Don’t converse in front of others in a language they don’t understand-Use the Official language. Ensure that confidentiality is maintained by you. Avoid losing your temper at work or becoming aggressive.
Introductions… When meeting someone for the first time, expect Eye contact, A smile & a Handshake. When making an introduction, in business age & gender play no role, but rank & authority do. If the equal status people being introduced follow Guests first. Use correct titles. The rule is that people of lesser authority are introduced to people with greater authority. No matter the seniority, status or gender, a person seated should always stand up when being introduced. Although the person to whom one is being introduced usually extends their hand first, often both parties will extend hands at the same time. If you are the host to a function, make sure you welcome all your guests personally. When introducing someone to a mixed informal group at work make the introduction general. After the introduction, say a few words about the person / people whom you have just introduced, and try to say something of special interest about them.
Getting the names right… Listen carefully when being introduced & try to memorize the name of the person. If a name is unfamiliar, politely ask the person to repeat it. Use the first available opportunity to use the person’s name in conversation. If someone introducing you mispronounces your name or gives you the wrong title, wait until the introductions are over correct your name tactfully. If you forget the name of the person you are introducing, you can link with some event or occasion and seek name once again. If you have been introduced to someone and you need to introduce them to a third party, & you have a memory lapse, seek help of introducer to do the introductions.
Essential Office Etiquette: Hand shakes… Always shake hands with your right hand. A handshake should be brief, & accompanied by a smile. Look the person directly in the eye & use express “how do you do?”/ “pleased to meet you.” Do not squeeze another person’s hand as this may cause discomfort if one person is wearing sharp jewellery. Some People from specific nationalities may not offer their hands due to religious beliefs, a smile and nod is enough. Do not offer a wet or dirty hand. On formal business occasions & in public, it is inappropriate to kiss, hug or show any other form of body contact greeting other than a handshake. First-name terms in the workplace are acceptable provided you give due respect to superiors, in terms of posture & body language.
Personal body Space… An arm’s length away from the person you are greeting or talking to is considered appropriate. Even if you know the person well, avoid standing too close. You should be able to turn 360°, and not have physical contact with your colleagues. When you queue in the canteen or waiting in the foyer, the same rules apply. If a person enters your personal space, move one step back & keep your legs slightly apart, creating more space around you. Don’t be too obvious with your gestures, at times it backfires. It is not polite to tell a colleague to move back as they are in your personal space. On formal occasions, even a couple should avoid any physical contact Watch what you wear. At work decently dress in a straightforward manner.
Netiquette: Internet Usage Policy… Visiting internet sites that contain obscene, hateful, pornographic or otherwise illegal material. Using the computer for any form of fraud, software, film/music piracy. Using the internet to send offensive or harassing material to other users. Downloading commercial software or any copyrighted materials belonging to third parties, unless this download is covered or permitted under a commercial agreement or other such license. Hacking into unauthorized areas. Publishing defamatory or false material about the organization, colleagues, customers on social networking sites or public domain. Any deliberate act that waste staff effort or networked resources. Introducing any form of malicious software into the corporate network.
E-mail Etiquette S. No.
Rule
Suggestion
1
Be concise and to Do not make an e-mail longer than it needs to be. Remember that the point reading an e-mail is harder than reading printed communications and a long e-mail is more likely to land in the Deleted folder- unread
2
Answer questions pre-empting further Questions
An email reply must answer all questions, pre-empting further questions preventing time and energy loss. If you pre-empt relevant questions, your reader will be impressed with your efficient & thoughtful service.
3
Use proper spelling grammar and Punctuation.
Improper spelling, grammar, and punctuation give a bad impression of your company, it is also important for conveying the message properly. E-mails with no full stops or commas are difficult to read & at times change the meaning of the text. Spell check before sending.
E-mail Etiquette… S. No. Rule
Suggestions
4
Make it personal
Not only should the e-mail be personally addressed, it should also include personal i.e. customized content.
5
Answer swiftly
Each e-mail should be replied to within at least 24 hours & preferably within the same working day. If the email is complicated, send an acknowledgement informing you will revert soon.
6
Use proper structure and layout
Use short paragraphs & blank lines between each paragraph. When making points, number them or mark each point separately to keep the overview.
7
Do not write in CAPITALS & Don’t leave out the message Thread
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying. When you reply to an email, you must include the original mail in your reply, in other words click ‘Reply’, instead of ‘New Mail’.
E-mail Etiquette… S. No.
Rule
Advice
8
Add disclaimers to your emails.
It is important to add disclaimers to your internal & external mails, saying that the recipient must check each email for viruses & that it cannot be held liable for any transmitted viruses since this can help protect your company from liability.
9
Read the email before you send it
Reading your email through the eyes of the recipient will help you send a more effective message and avoid misunderstandings and inappropriate comments.
10
Mailings: Use the Bcc for multiple senders
When sending an email mailing, some people place all the email addresses in the “To:” field causing two harms: (1) The recipient knows that you have sent the same message to a large number of recipients. (2) You are publicizing someone else’s email address without their permission. place all addresses in the “Bcc:” field.
E-mail Etiquette… S. No.
Rule
Advice
11
Take care with In business emails, try not to use abbreviations. When using colors; abbreviations & Emoticons use a color that is easy to read on the background.
12
Do not forward chain letters
Just delete the letters as soon as you receive them. They clog inboxes and generally not well received
13
Do not request delivery & read Receipts.
This annoys your recipient. If you want to confirm it is better to ask the recipient to let you know when they receive it. It is a good etiquette to acknowledge receipt of an expected or urgent e-mail with a quick note.
14
Do not ask to recall a message
A recall request would looks unprofessional. It is better just to send an email to say that you have made a mistake and sending the correction through at the same time.
15
Use active instead of Try to use the active voice of a verb wherever possible. ‘We will passive voice & avoid long process your order today’, sounds better than ‘Your order will be sentences. processed today’. Keep your sentences to a maximum of 15-20 words. Don’t use the “cc:” field unless the recipient in the cc: field knows why they are receiving a copy of the message.
Telephone Etiquette… Answer the Telephone promptly in no more than 2 or 3 rings. Answer with a smile which the caller will hear it in your voice. A cheerful voice begets a happy caller or listener, and a favorable impression is created. Speak in a warm, audible, clear voice at a moderate pace. Don’t eat, drink, smoke or cough while talking into the mouthpiece. Always sound, pleased to hear from someone & ready to deal with their concerns. Making Telephone Calls Try to phone on convenient timings for the other person & confirm their ability to speak. Always identify yourself immediately. On a long distance call if the other person is not available, you should try again.
Cell Phone Etiquette Do’s and Don’ts… Don’t use loud & annoying ring-tones that destroy concentration & eardrums. Don’t speak louder on your cell phone than you would on any other phone. Maintain a distance of at least three meters from the nearest person when talking on a cell phone. Keep all cellular conversations brief & to the point. Use an earpiece in high-traffic or noisy locations. Tell callers when you’re talking on a mobile, so they can anticipate distractions or disconnections. Respect ‘quiet zones’ and ‘phone-free areas’ at work and in public venues.
Open Plan Office Protocols… Allow yourself to be accessible to others but maintain privacy. (Not to be disturbed). . Keep your desk tidy. This is important if you are sharing a desk to show courtesy. If you get lot of calls, always switch on your answer machine before leaving your desk If a colleague is using the phone, don’t interrupt during the call & wait until he is done. Avoid taking personal phone calls. Should some of your colleagues be holding an informal meeting, don’t barge in. Don’t shout to a colleague who’s at distance to attract attention. Never use things that might cause disruption to others, e.g. a speaker phone or radio. Do not speak in a language your colleagues do not understand
Table lay out & Manners‌
Benefits of Grooming Present Your-Self before others at your best. Show that you are Confident, Ambitious & Sincere. Makes You look Attractive. Enhances Your Self-Confidence. Fetches You a better Appearance. Remember…YOU never get a second chance to make the first impression!!
Grooming Standards- Men… Hair: Above ears & around the neck should be tapered. Hair on back of neck should not touch collar. Hair coloring must look natural.
SHAVING DAILY IS A MUST. Mustaches should be trimmed. It should not grow more than the mouth corners. Sideburns not to extend below the midpoint of the ear.
Not Acceptabl e!!!
Accompaniments‌ Article
Description
Article
Tie
Socks
Belt
Shoes
Handkerchief
Wallet
Description
Do’s For Men Sr. No 1 Always look professional
Keep your hair neat and trimmed.
2
Dress for the audience.
Use Mild fragrances.
3
Wear clothes that fit you
Ties should be conservative and reach the middle of your belt buckle
4
Make sure your clothes are pressed.
Lace-up shoes (usually black) with a suit.
5
Shirts with a simple collar and Hair, usually parted to one side, not cuffs. reaching the top of your shirt collar .
6
A formal but simple watch.
Don’ts For Men… Sr. No
1
Avoid multiple buttons on your shirt.
Avoid Fragrance that smells from a distance.
2
Don’t use Clothing that no longer fits.
Avoid Garish ties.
3
Avoid wrinkled clothing.
Avoid Shiny tie pins or clips or big belt buckles.
4
Avoid Hair that falls in your face or obscures your eyebrows.
Don’t use open top shirt button with a tie.
5
Avoid short-sleeve shirts & short socks. Don't use Loafers with a suit.
It’s Time to say…
Thank you.