The Mannerly Meeting

Meetings can provide an opportunity to shine in front of your superiors and your peers, but there has to be a strategic approach in the way you conduct them. One of the most important rules we try to live by at firstPRO is to only call meetings when they are necessary. Our philosophy has always been that whoever is calling the meeting needs something or isn’t happy. That includes your clients, so keep that in mind when they want to meet with you.

When you are the one attending the meeting, there are some important things to remember:
• Always arrive on time, but no more than five minutes before the meeting starts.
• Be well-dressed, and turn your cell phone off.
• Don’t bring food or drink into the meeting unless you know it is appropriate.
• Ask the facilitator where to sit, or be very conscious of any unspoken pecking order or seating arrangements.
• When speaking, address the facilitator.
• Look attentive and participate, and avoid holding your head like you are trying to stay awake.
• Do not look at your Blackberry under the table or read through papers unless they pertain directly to the discussion at hand.
• Do not exit early unless pre-arranged with the facilitator.

A meeting should always have an ultimate goal, whether it is walking away with some ideas to put in place, solving a problem, getting everyone on the same page or communicating sensitive or timely information. If you cannot come up with a goal, the odds are you don’t need the meeting. Otherwise, keep them efficient, brief, and of course, mannerly.

The Business of International Travel

At firstPRO, people are our business. So traveling abroad, whether for business or for pleasure, creates opportunities for our company.

It is crucial to understand the “appropriate” way to conduct business in a foreign country involves both linguistic and cultural concerns. Ironically, the question of language is less of a concern, as English is the universal business language. Therefore, the body language and cultural idiosyncrasies become more relevant. Clear communication requires that business people to remember these differences, though often subtle, are always important. Remember that hand gestures and slang do not have universal meanings. The “okay” sign and “thumbs up” sign are considered extremely rude in many countries. Stay away from making jokes as they will not be interpreted in the same way. When offered food at a meal, eat it without asking what it is (or at least take a few bites). Also, send a follow-up gift purchased at home, or bring something with you, like a coffee table book specific to your region.

It is always a good idea to learn a few basic words like “please” and “thank-you” as a sign of respect. Punctuality is always respected, but be prepared to wait for your host or meeting.

As Americans, we are frequently perceived as impatient or hurried. Therefore, slow down and don’t be in a rush to accomplish your own agenda. Many times, the actual business discussion comes long after a relationship has been developed, and speeding up the process can jeopardize a successful business outcome. In the end, your best chance of success is to conduct your business on their terms, as you are a visitor in their country. If you remember this, the art of international travel will soon be an important part of your business repertoire.

Business Travel Etiquette

An important part of doing business is conducting yourself in an appropriate manner, and traveling is no exception, whether it is business or personal.

With the holiday season upon us and passengers packed into airports and planes, delays are inevitable and tempers start flaring. It can be a challenge to stay patient and maintain your manners, but during these busy times it is crucial to remember that everyone is going to get to the same place at the same time. The best way to alleviate this stress is to take a deep breath, be prepared and keep an attitude of cooperation.

It is always polite to assist someone with luggage if necessary, or to move so that travelers can sit with companions. Once seated, share your space and arm rests, and try not to get up to use the restroom when your seat mate is fast asleep or just settled down with a tray of food.

If you are next to a super chatty traveler and you do not want to talk, it is not rude to simply say, “Please don’t take offense but I’ve been waiting all day to read this article.” And if you are the chatty traveler, be open to the subtle signs that someone wants to be left alone. If a meal is served and you are both eating, however, it is polite to participate in some light conversation.
Like it or not, travel has changed dramatically over the years, and today it is geared towards the masses.

Things will (and do) go wrong, so traveling with a realistic attitude is key. Many factors can control whether a flight is on time or has available seating, so be patient, be prepared and be polite. Everyone wants the same thing…to get from point A to point B in the most pleasant way possible. Traveling with good etiquette will only ensure a successful venture...in business, through the holidays, or any other time.

ACG Growth Award

Tonight I was thrilled to receive the ACG Growth Award from The Association for Corporate Growth (ACG). This award is presented each year to a public or private company with significant corporate growth through new product development, other organic growth or through mergers or acquisitions.

The dinner meeting and reception was held at Villa Christina in Dunwoody. Events like these are great because they provide are a chance for the city’s top business owners and leaders to connect, and they are a great opportunity to network with other ACG members from across the country. I'm proud that firstPro could be a part of this great night.

The Business of Entertaining

Conducting business in conjunction with a social activity can be a great way to network and build rapport. These events typically coincide with a meal; they can be anything from a breakfast, lunch or dinner with just a few people to a much larger function.
I also like to adhere to the following rules when attending a business function:
• Always arrive on time or within 15 minutes of the start of the event.
• Locate your host, and when possible, say hello and thank them for the invitation.
• Do not to take phone calls during a meal or an event.
• Always wear nametags at the right shoulder.
• Never arrive to a buffet or cocktail reception when you are starving. If you are, make a plate and eat quickly before getting a drink. It is always easier to navigate without a drink and a plate in your hand.
• Do not stand at the buffet table and graze. Use cocktail napkins when eating, and carry one with your drink so you are not shaking hands with a wet hand. If you are juggling food and a drink and are being introduced or have a mouthful, it is appropriate to nod your head and smile.
• If the event is a seated dinner, do not rearrange place cards for your own reasons. If seating is open, ask someone already seated if you may join that table.
• Always write a thank you note, especially if your guest is a potential business client.
Look at these events as an opportunity to polish your networking skills. Avoid potential hot topics, be a good listener and come prepared with some safe subjects that you can use as conversation starters.
Remember that the goal of these events is to expand your horizons and get to know new contacts. How you approach business entertaining, whether as a guest or a host, is so important, and in today’s competitive business climate, a ‘business as usual’ approach simply does not suffice. If you can excel at this, it will surely get you noticed by potential customers and higher ranking individuals in your own organization. I guarantee it.

firstPRO hosts Inaugural Diversity Breakfast

Today we hosted our Inaugural Diversity Breakfast at the Ritz-Carlton in Buckhead. I hosted the program along with Rosemary Jones, Director of Supplier Diversity at Turner Broadcasting. We were also thrilled to have special guest speaker Nadia Bilchik, President of Greater Impact Communication.

Key industry leaders from many of Atlanta’s top companies like Delta Airlines, Cox Enterprises, Coca Cola Enterprises and Turner Broadcasting attended the roundtable event.

I'm excited to make this Diversity Breakfast a quarterly event. It was a wonderful opportunity for some very influential business leaders to share their insights. I look forward to hosting the next one in February.

E-Manners...The Rules of Contemporary Email Etiquette

I have a love hate relationship with email. I love the flexibility that it gives us to do business at all hours of the day, but I hate how impersonal, uninteresting and intangible it is. Today it is used for just about all business correspondence from hiring to firing, and while this is simply a sign of the times, I believe there is such a thing as proper email etiquette.

At firstPRO, we used to send follow-up letters after meeting with a strong candidate or prospective client. Today, however, that follow-up is typically done via email because we have found that the immediacy is convenient and expected in the business world. We send Offer letters for our staff hires via email as well, but we always send a hard copy on company letterhead by traditional postal mail too.

With all of that said, it is certainly a wonderful thing to be able to communicate and take care of business at all hours of the day or night and at your convenience. Voicemail has become so tedious, and waiting for the completion of the message or the next instruction gets old fast. Email allows you to be specific and include any number of additional attachments, thus eliminating the need for a fax machine. I am certain it is here to stay, but coupled with a gracious and proper approach, I believe that email can be an asset to anyone who uses it.

The Art of the Conversation

So many young people today have grown up in a world where conversation comes second to a condensed version of the written word. Through text messaging and emailing, many people today have lost the ability to facilitate a conversation. But I believe that this is the first step to beginning a relationship, especially in the development of any business transaction.

One of the most important skills any professional can have is the ability to make introductions. I like to say a thing or two about the person I’m introducing, especially if it is something that may quickly explain their position, affiliation or association to me or the group. In social situations, I will usually direct the conversation toward areas that the two being introduced could have in common. It is a great way for further conversation to be initiated on their part, and after a few minutes, you can excuse yourself and leave them alone.

In a business setting, conversation needs to be kept light and interactive. Remember that this is not an opportunity to lecture or preach. The best way to initiate good conversation is to ask questions to find a common ground. In these situations, I remember to do the following:
• Smile, listen be interested and in the moment.
• Avoid giving inappropriate background information about yourself and asking questions that are too personal.
• Listen to the individual’s answers and respond accordingly.
• Don’t be too opinionated or judgmental.
Today I will tell anyone on my staff at firstPRO that the art of conversation is an invaluable skill to have. When you know what makes a person tick, you can initiate any business relationship. You can naturally draw others less confident into the conversation, and you can assist them in navigating the social scene. You may even be included in invitations you might not receive otherwise.

After many years in sales, I have worked hard to find common ground with every prospect or client. There were times I had to work extra hard to find that common ground, but I learned that you can always find it. Your ability to facilitate a proper conversation might just be the first step in landing your next big deal.

Professional Attire in the Workplace

It is my belief that “business casual” has been one of the biggest mistakes our society has made. I remember years ago when it was first introduced, and I have often wondered where the idea originated from. Was it employee driven, or a “fringe benefit” created by the company? The problem is, it is impossible to reverse a decision like this, especially in a large organization.

“Business casual” is probably one of the least understood descriptions in the workplace because it is subject to such a wide spectrum of interpretation. With so many definitions, it's easier than ever to commit a fashion faux pas that's not only embarrassing, but also detrimental to your career.

At firstPRO, employees can come in dressed in business casual whenever they would like…on Saturdays and Sundays. I have held long and fast to that rule because people never know where to draw the line. Some may object to our strict dress code, but I guarantee that I have never lost an employee over it.

Courtesy and Respect in the Workplace

I believe that civility, in general, is on the decline - everything from pulling over to the side of the road for a passing ambulance, to taking our hat off indoors or putting our hand over our heart for the national anthem as a necessary sign of respect. Saying “Hello,” “Good Morning,” “Have a nice day,” “Good luck on your appointment,”....and just using “Please and Thank you” with each other is something we should always do. Use a "nice" tone of voice - it's not what you say, it's how you say it. One of the best traits you can develop early in your career is learning how to be kind but firm and professional. Being nice does not mean getting walked on - it simply means that you are polite.

Rudeness and poor manners bring about negativity, not just in the workplace but in the world in general. Attitude is everything, and I don't know anyone who doesn't work better in a positive and happy work environment. We spend a huge portion of our lives around other people we see every day, yet sometimes we take them for granted and don't extend the same level of kindness, politeness and respect that we do a perfect stranger. When I was a bratty teenager, my mother used to say to me in a sarcastic tone, "You wouldn't want to waste your personality on your family - Save it for everyone else." I have never forgotten that.

I try to do all of the above, and as important as it is to me, I still have to remind myself. I get busy, frustrated and stressed, and I can feel my standards slipping. Still, I try to treat everyone as an equal and as someone of value to the world. No matter what kind of day I'm having, I make every attempt to keep it to myself. I try to not ask any more of anyone than I am willing to do myself.