1. Be prepared. Before you even pick up the phone to make a business call, be prepared for what it is you want to say. What is the purpose of your call? Summarize this, in your mind (or on paper if you must), in a few short sentences.
2. Introduce yourself. Begin every voicemail message with an introduction. Don’t assume that the recipient will know who you are from your voice. Start with something like: “Good morning, this is Joan Smith, marketing director at ABC Company…”
3. Keep it short. Most answering systems have a one-to-minute limit for messages, so be sure to keep your message short, simple and concise. You don’t have to divulge every detail in your voice message. It’s completely acceptable to leave a short message that conveys the reason for your call, such as: “Good morning, Bob. Our monthly sales meeting has been moved to tomorrow at 10 a.m. I look forward to seeing you then.” If there is more information to share, simply end your message with something like: “Please give me a call back when you get a moment so we can discuss the details.”
4. Speak slowly and clearly. When the “BEEP” alerts you to start your message, remember this: It’s not a starter pistol…and you’re not off to the races! Even though there is a time limit for your message, speak slow enough that the recipient can understand what you are saying. Speak clearly, and with an adequate volume. If the recipient is jotting down notes or a callback number, you want to be certain that the message is understood. When listening to your voicemail, it’s really frustrating to have to replay the message three times just to get the info straight!
5. Include your phone number. One of the things many people forget to do when leaving a voicemail message is to provide a callback number. When ending the call, leaving your number twice is a courtesy – as often people can’t write down your number as fast as you say it.  Something like: “Thank you for your time. You can reach me at 888-555-4444 anytime. That’s 888-555-4444. I look forward to speaking with you.”

Are there any voicemail pet peeves you’d like to share with us? What about leaving a message? Do you feel at a complete loss for words when faced with the “…leave a message at the sound of the beep”? Leave your comments below!

At a recent workshop I asked participants to share what they felt was positive, and negative, about social media.

Here are a few of the things that they found to be positive about social media:

 Positive:

• Immediate communication
• Far-reaching message
• Personal
• Fast, easy and trackable
• Ability to stay in touch and / or reconnect

And here are a few of the things the participants felt were negative attributes of social media:

• Time consuming
• Don’t know results
• Eroding communication skills
• The etiquette of social media difficult to understand

While I was not surprised by the positive attributes of social media – the ease of communication and ability to connect being one of the most notable benefits – I was a little surprised at how many people wanted to know “how to use social media.” The etiquette “rules” for using social media effectively, both for personal and for business communication, seems to be a common struggle for many who are navigating this new way of connecting.

Manners matter, online and offline
There is no lack of information on “how to use social media” online (just key that into the Google search bar!), so I thought I would just share a few tips to help you with some of the more “mannerly” things to think about when sharing on your social networks.

Say “hello”
If you are at a networking event and you’re face-to-face with someone, you’re going to introduce yourself before you launch into a conversation. On LinkedIn (or other networks where you’re “meeting” people), be sure to observe the same consideration. If you’re asking for a connection on LinkedIn, update the default message to a more personalized one before sending the request.

Think before you tweet (but be yourself!)
There’s a certain transparency that comes with communicating online. Once you hit that “send” button, you can’t take it back. It can be very easy to fire off a tweet or update your page, without thinking about the repercussions. I’m all for honesty, but be sure you’re sharing information you want the world to see! Read before you tweet is always a good practice to incorporate! 

Show your gratitude
If someone shares your content, say “thank you.” This is a good way to show your gratitude, but it’s also a great way to connect with a fan or follower and engage in a further discussion on the topic.

Talk like a real person, but be professional
If you’re using social media to build your business, or your professional network, the most important thing you can do is be yourself. Know your goals (just as you would at a networking event) and get to know people through real conversations. Talk about the same things you would talk about if you were face-to-face. Be professional, but show your personality.

Although the world of online networking is new to many of us, there is little difference in connecting with people online and offline. The same basic tenets hold true: Trust and authenticity are at the top of the list.

What tips do you have to share? Your thoughts on the positive and negative aspects of social media? We’d love to hear about it! Share with us in the comments below!

Inc.com posted an article last week that shared the importance of courtesy and manners – especially in business. One of the “5 Rules that Matter Now” they referenced was elevator etiquette… and with good reason.

If you work in a tall building, it’s inevitable that you’ll be sharing an elevator with clients, colleagues and business partners–but did you know that some of the most common etiquette faux pas occur in that tiny space?

Many people find the elevator to be an awkward place, and it’s often the etiquette of fellow passengers that really push people’s buttons!

Some simple etiquette elevator tips to ensure everyone enjoys a comfortable ride to the top include:

1. When the door opens, wait for everyone to exit the elevator before stepping in.
2. If you’re with a large group, wait for an empty elevator.
3. If the elevator is crowded when you enter and you can’t reach the button for your floor, ask someone near the buttons to push it for you. Refrain from stretching across someone to choose your floor.
4. Once inside, stand as close to the wall or corner as possible to make room for additional passengers.
5. Hold the door for people who are rushing to board the elevator. (It’s really just common courtesy.)
6. When sharing an elevator with a prospective client, refrain from sharing your “elevator pitch” with him until you’ve reached your destination.
7. If you’re wearing a backpack, remove it and hold it in front of you.
8. Refrain from using your cell phone while in the elevator.
9. When sharing an elevator with clients or other guests, allow them to exit first. And it should go without saying gentlemen, always allow ladies to exit first unless you are blocking the elevator door.

What are some of the most annoying elevator etiquette habits you’ve encountered?

I’m sure that most of us have witnessed a driving etiquette faux pas at least once this week (if not every day!). The truth is, there are very few flawless, exemplary drivers on the road today. No matter how great we think our driving skills are, when sharing the road, we all commit the occasional driving gaffe from time to time.

Here are a few driving etiquette reminders to keep everyone safe – and happy – when behind the wheel.

1. Four-Way Stop Rules
   When there are four stops signs pointing in all four direction of traffic, you must come to a full stop before the STOP line. Look for oncoming traffic and proceed when safe. If you arrive at the same time as another driver, the driver on the farthest right has right of way.Where there are four vehicles waiting at a four-way stop, the alternating directions take turns. If making a left turn, remember to turn on your left indicator. Left turning drivers must yield to the vehicle coming in the opposite direction.Even with “right of way,” be alert! Other drivers don’t always follow the rules of the road.
2. Pedestrians in Crosswalks
   Pedestrians in crosswalks ALWAYS have the right of way. ALWAYS!
3. School Buses
   Yellow flashing lights indicate the school bus is preparing to stop. This is your signal to prepare to stop, as well. If the red lights are flashing, traffic in both directions must stop at least 20 feet form the school bus.
4. Keep the Traffic Flowing
   To keep traffic flowing efficiently, a driver has to think before acting. Does it make sense for a driver to stop in the middle of the block to let a pedestrian cross, where this is no crosswalk? You might think you’re doing someone a good deed when in truth you are risking being rear-ended by another driver who isn’t expecting traffic to stop in the middle of the street.Keep the flow of traffic going. The pedestrian, in this case, wasn’t expecting the driver to stop—and is happy to wait until it’s safe to cross the road.
5. Keep Moving When Merging onto the Highway
   When you are merging onto a highway from an entrance ramp, please keep moving. Do not stop (unless directed to do so). It slows the flow of traffic and it’s downright dangerous. Again, the driver behind isn’t expecting you to stop.If the traffic on the highway is moving at high rate of speed then it’s very difficult to move or merge into a gap between vehicles from a standing start. Accelerate to the speed of traffic to make it easier to slip or merge into the gap between vehicles.If you’re on the highway and a car is trying to merge from the right, make it easier for them to slip into the lane. Ease off the gas slightly to make room—or move to the left lane if safely possible, then move back to the right lane. Being courteous will make everyone safer!
6. Stay in the Right Lane, Passing Lanes are for Passing
   I know this is a big pet peeve for many: If you aren’t passing another vehicle, stay in the right lane. It doesn’t matter how fast you are driving, most problems occur with drivers who feel it’s their right to travel in the left lane no matter how much traffic they are holding up behind them.
7. Signal To Change Lanes
   Always signal before changing lanes and remember: weaving is for rugs, not traffic.
8. Tailgating is a Party
   Leave at least one car length between you and the driver ahead of you. Driving too close is not only rude, but it can make the person in front of your anxious and/ or frustrated!
9. Keep Your Horn Honking to a Minimum
   Your car horn was created as a way to alert other cars in emergency situations, not as a tool to vent your frustrations.
10. Night Driving Courtesy
    Dim your high beam headlights when you are 150 meters from other cars. Keep your eyes moving and scan for pedestrians, animals, and cyclists. Glance to the right edge of the road to avoid glare from oncoming headlights.

It goes without saying that the number one thing to do when driving is BE ALERT. Make sure you make frequent stops to rest if you’re traveling a long distance, especially if you’re alone. And stay off the phone! Using a cell phone while driving – which is now illegal in many provinces and states – is just plain dangerous. Nothing is as important as your life or the life of others on the road.

Be a courteous and safe driver!

Here is a list of the stories we shared that you read, re-tweeted, liked, favorited, and shared this week.

Here is a list of the stories we shared that you read, re-tweeted, liked, favorited, and shared this week.

1. An Offer You Can’t Refuse: Leadership Lessons from “The Godfather”
   Five essential leadership lessons you can learn from “The Godfather”
   www.fastcompany.com/1826672/an-offer-you-cant-refuse-leadership-lessons-from-the-godfather
2. Slow Down, You Move Too Fast
   A great reminder to slow down—that it’s okay to stroll, mosey and linger. http://blogs.hbr.org/schwartz/2012/04/slow-down-you-move-too-fast.html
3. Giving a Presentation? Don’t Tell ‘Em What You’re Going to Say
   Why telling your audience “why they’re there” is a great way to grab their attention
   www.forbes.com/sites/nickmorgan/2012/04/02/giving-a-presentation-dont-tell-em-what-youre-going-to-say/
4. Cultivation Charisma: How Personal Magnetism Can Help (or Hurt) You at Work
   Why charisma is so critical to business—and how to master the art of magnetism
   www.fastcompany.com/1826514/cultivating-charisma-how-personal-magnetism-can-help-or-hurt-you-at-work
5. How to Share in a Religious Celebration – While Avoiding Awkward Moments.
   Tips from good behavior experts on how to avoid awkwardness during gatherings where guests and hosts don’t share the same faith.
   www.theglobeandmail.com/life/relationships/how-to-share-in-a-religious-celebration-while-avoiding-awkward-moments/article2393551/
6. 6 Great Questions to Ask on a Job Interview
   List of key questions to trot out on your next job interview.
   www.cbsnews.com/8301-505125_162-57386747/6-great-questions-to-ask-on-a-job-interview/
7. 10 Communication Secrets of Great Leaders
   How to be an excellent communicator.
   www.forbes.com/sites/mikemyatt/2012/04/04/10-communication-secrets-of-great-leaders/
8. 12 Golden Rules of Email Etiquette
   Reminders of how to communicate effectively by email.
   www.forbes.com/sites/mikemyatt/2012/04/04/10-communication-secrets-of-great-leaders/
9. Are You an Oversharer Online? How to Tell.
   A new tool that helps you determine if you’re in danger of tainting your reputation by sharing too much personal information online.
   www.inc.com/christina-desmarais/are-you-an-online-over-sharer-secureme-will-tell-you.html
10. Making Eye Contact: What You Are Saying in Various Cultures
    A peek at what we are saying by our “non-verbal” communicate when we make eye contact in different cultures.
    www.brighthubeducation.com/social-studies-help/9626-learning-about-eye-contact-in-other-cultures/

Your personal appearance is not only an important factor in how you present yourself others, the way you dress reflects the importance you attach to the situations and people around you. If your clothes are unclean or wrinkled, you may appear to be careless and uninterested in the business situation or people you are interacting with.

If you’re dressing for a job interview, be sure to choose attire that projects the image you want the employer to receive. If the company has a “business casual” dress policy, it’s still better to take a conservative approach for the initial introduction. Just because the receptionist told you it was Casual Friday, that doesn’t give you the green light to wear your comfy jeans and your new “TGIF” sweatshirt to the job interview.

Even after you get the job, consider your appearance. Someone once told me this, and it stuck, “I dress to the level I want to achieve.” So, if you want to be CEO, think about how you look when you leave the house in the morning. Do you carry yourself like an executive?

Here are some basic rules of thumb you can follow:

• When meeting with business associates or clients, whether in your office or theirs, you should dress appropriately — if they wear suits, you should wear one.
• If you’re interviewing for a job and don’t have the inside scoop on their dress code, try to scope out the place before your interview to see how the employees are dressed. It’s also perfectly acceptable to contact the receptionist and ask her about the company dress code policy. You can tell her you’re applying for a position at the company without having to introduce yourself.

All business attire, whether traditional or casual, should be reflective of a professional, dignified appearance.

Great men are seldom over-scrupulous in the arrangement of their attire ~Charles Dickens

If you have a business dinner coming up and you want to impress your boss or a potential client, you can avoid dining blunders–and ensure business success at the table–by following these dining etiquette tips.

The Dos

1. Do eat something before you go to dine with a client or someone higher in rank in your organization so that you won’t appear too hungry.
2. Do avoid talking with your mouth fill. Take small bites, and you’ll find it’s easier to answer questions or join in table talk.
3. Do wait until you have swallowed the food in your mouth before you take a sip of your beverage.
4. Do remember that with place settings, spoons and knives are on the right and forks are on the left. Solids (food) are always on your left and liquids (beverages) are on your right. An easy way to remember which plate or water glass is yours is to think B.M.W – From left to right it’s bread, meal, water (B.M.W.)
5. Do leave your plate where it is when you have finished eating–with the knife and fork in the 10:20 I am finished position. Place the tips of the utensils at 10 o’clock and the handles at 4 o’clock.
6. Do look into, not over, the cup or glass when drinking.
7. Do butter bread on the plate, never in midair.
8. Do remember your posture at the table. Sit up straight, and keep your arms (including elbows) off the table.
9. Do leave dropped silver on the floor. Quietly signal the wait staff to bring another piece.
10. Do remove an object such as a bone or gristle from your mouth with your thumb and index finger and place it on the rim of your plate.

The Don’ts

1. Don’t, in serving, overload your plate.
2. Don’t, in eating, overload the fork.
3. Don’t mop your face with your napkin.
4. Don’t saw the meat in a back and forth motion. Stroke it toward you.
5. Don’t touch your face or head at the table.
6. Don’t reach across the table or across another person to get something. If it’s out of reach, ask the closest person to pass it to you.
7. Don’t pick your teeth at the table, either with a toothpick or with your fingers. If something gets caught in your teeth, excuse yourself and take care of the problem in the privacy of the restroom.
8. Don’t push your plate away from you when you’ve finished eating.
9. Don’t gesture with your knife, fork, or spoon in your hand. If you’re not using the utensil, put it down.
10. Don’t eat your neighbor’s bread or salad. A right-handed person reaches to the left across the dinner plate to eat salad. The bread and butter plate is placed slightly above the salad plate. (Remember, solids [foods] on the left.)

Etiquette knowledge has always been a valuable business tool. Being able to handle yourself well at the dinner table is at least as important as your skills in a boardroom.

 “They don’t teach etiquette anymore, but if you ever have to choose between Incredibly Advanced Accounting for Over Achievers and Re- medial Knife and Fork, head for the silverware.” Harvey MacKay

Do you wish that you were one of those people who could deliver a clever toast at the drop of a hat? Do you resist the urge to stand and offer a toast because you aren’t sure of the proper etiquette and protocol?

Composing and delivering a toast that is eloquent, poignant, heartfelt or even witty can be a challenge. The ability to deliver a toast is an art. Mastering the ability can turn the simplest occasion into a memorable event.

There are many kinds of toasts but to keep it simple we’re going to focus on the three traditional toasts. They are:

1. The welcome toast: Delivered by the host at the beginning of an event.
2. The event toast: Delivered by the host or MC acknowledging the guest of honor, event, or occasion. This toast is generally given at dessert of immediately after.
3. The thank you toast: Delivered by the guest of honor demonstrating appreciation to the host.

If you want to lift your glass, but are fearful of committing a faux pas, follow these few pointers:

1. When giving a toast at a large table, always stand.
2. Never tap the side of your glass with a utensil to get attention.
3. The host is the one to start the process. If there is a guest of honor, after the host has made the toast about the occasion, the guest of honor may rise and respond with a toast to thank the host.
4. Follow the four 4B’s for delivering a successful toast: be prepared, begin, be brief, and be seated.
5. Don’t touch your glass while you are being toasted. This is the equivalent of congratulating yourself.
6. Do not turn your glass downward if you’re a non-drinker. It is perfectly acceptable to toast with water or any other non-alcoholic beverage.
7. And last, but not least: Sip, don’t guzzle.

There are so many occasions where a toast is appropriate and engaging. If you know you’re attending a special occasion, it helps to be prepared. Write down what you intend to say. Keep it short and practice delivering the toast out loud until you feel comfortable and confident giving it.

A well-delivered toast is a gracious gesture that can make a simple moment special.

“No toast except his own should last longer than 60 seconds.”
- Mark Twain

Showing up for a job interview without preparation is like showing up for a final exam without studying!

To provide a positive first impression—and ace your job interview—there are a few things you can do BEFORE the big day.

1. Do your research. Find out everything you can about the organization where you’re interviewing. Combine that with the type of position you’re applying for within the company. Don’t be caught off guard if asked: What do you know about our company? (What they really want to know is: Did you prepare for this job interview by doing some research about us?)

 

2. If you plan to bring your portfolio, or any other information, take time to organize it well before you leave the house. You don’t want to appear disorganized by having to flip through documents to find a copy of your resume or examples of your work.

 

3. A day or two before your scheduled interview, scope our your interview location. Determine how long it will take you to get there on the day of your interview. Take into considerations things such as traffic flow for that time of day, construction detours, and anything else that may delay you. Everything you do and say at your interview is being reviewed—and your first test is to see if you show up on time.

 

4. If you carry a puse, make sure it’s well organized. That way if you’re asked for additional information during the interview, you can retrieve it quickly and easily.

 

5. Make sure your clothing is clean and doesn’t need repair (and that it fits properly!). Avoid flashy jewelry. Keep it simple. Many people make the mistake in thinking that no one will notice the small details. People do, especially when it’s their job to assess you to see if you’re a good fit for their company.

 
Have you interviewed for a job recently? Or are you a hiring manager who has some interview tips to share? We’d love to hear from you! Post in the comments below!

For additional interview etiquette tips, read “Outclass the Competition with Simple Interview Etiquette.“