With email and instant messaging becoming the standard forms of office communication, many of us forgo using the telephone, and by extension, our telephone manners. But the telephone still plays an important role in business, and just like a face-to-face meeting, telephone conversations are expected to and should follow certain rules of etiquette.
When you are connected with the person, state your purpose and be sure to ask if you are calling at a convenient time. If it is someone you don't know and you need something from them, start by thanking them for taking your call. When calling people on their cell phones, it is always polite to ask if it is a convenient time before proceeding. Know what you are going to say during those first 30 seconds so that you do not appear to be wasting anyone's valuable time.
Other things to avoid include:
• speaking to someone on the phone while also speaking to someone in front of you
• eating or drinking while on the phone
• speaking on your cell phone in an inappropriate place
• discussing subject matter others do not need to overhear
When someone calls the business and an individual is on another line or tied up for a moment or two, it is polite to give the caller the option of holding or leaving a message. When returning messages, be sure to do this in a timely manner as well. Do not wait more than 24 to 48 hours to do this. Nobody likes to be kept waiting.
The message you leave as your outgoing message is another important business tool, and should include the following key things:
• your name
• the organization and/or group you are in
• the current date (this tells them you are checking your messages)
• whether you are in the office or not that day
• when to expect a call back
• whom to contact if the call is urgent
In the end, the phone is still an important part of doing business, and knowing how to employ it properly will only help you in your work environment. Just use common sense about when, where and how you use the phone, and you will surely do the appropriate thing.
Tuesday, January 27, 2009
Wednesday, January 21, 2009
firstPRO Staffing and Executive Search Sponsors Special Olympics Power Lifting Event
On Saturday, January 17, 2009, firstPRO Staffing and Executive Search was proud to sponsor the Special Olympics Power Lifting Event at Marietta Sixth Grade Academy, located at 340 Aviation Road in Marietta.
This was an opportunity to give back to an incredible organization and recognize the unique gifts of young people who want to compete. We are thrilled to assist in any way we can to bring sports, education and health programs to these deserving individuals.
Over 1,500 Special Olympics athletes competed in basketball, bowling, power lifting, floor hockey, ice skating, rhythmic gymnastics and roller skating. Staff members from each sector of firstPRO were on hand to volunteer and oversee the day’s events.
Our company has always operated from the “do the right thing” mentality. We want to continue to build awareness for this organization and celebrate every person involved.
For more information visit www.firstproinc.com.
Thursday, January 8, 2009
The Balancing Act
In today's fast-paced culture, most of us can attest that our personal lives and our business lives overlap. With things like telecommuting or on-premise child care, working environments are structured to allow more overlapping than ever before. Having worked my way up as a woman in business, however, I strive very hard to not let this happen.
As a working mother, I have always maintained reliable help at home and have trained my children from an early age not to make unnecessary calls to me during working hours. I let them know when I have important business plans so they use extra caution when they need to reach me. Communicating how and why you do this to your children can make for great lessons and certainly will add to their own work ethic.
Today I employ a high caliber, professional staff at firstPRO, and I only hire individuals with a proven track record for getting the job done. It is a given that their job is a priority and I don't micro-manage their time. I have complete confidence that my employees will manage their business day productively and fulfill their personal obligations in a responsible way. There are, however, many jobs that require hourly and daily attention with specific hours of operation and contact with the public. In those cases, I discourage the overlapping of business and personal time because so much of the success of the job requires their undivided attention to the task at hand. In these instances, it is important to have concrete rules for how personal interruptions are handled, and they need to be applied across the board and consistently. Hourly workers should be given breaks throughout the day, including a lunch hour, and all personal business should be handled during those times. (Of course, emergencies will arise and there should be a policy as to what constitutes an emergency and what protocol should be.)
At firstPRO, we believe in a balanced life and offering a certain degree of flexibility. Everyone deserves uninterrupted time away from the office, be it weekends or vacations. An organized employee makes arrangements for things to be handled appropriately while they are gone, but depending on their level or position, it may be necessary for someone to reach them regarding a business emergency. It is a good idea to check in once or twice while away, just to determine that all is well. (As a manager and business owner, however, I am always reachable and want to be contacted when important events occur.) It is wise to have continual access to email so that you can respond to questions or situations at your convenience and without interruption.
With the amount of work we face today, the line between work time and personal time will inevitably blur, but maintaining this balance will certainly add to your work ethic. Remember that a bit of personal time during the workday is healthy, but in the end, the workday is for just that ... work.
As a working mother, I have always maintained reliable help at home and have trained my children from an early age not to make unnecessary calls to me during working hours. I let them know when I have important business plans so they use extra caution when they need to reach me. Communicating how and why you do this to your children can make for great lessons and certainly will add to their own work ethic.
Today I employ a high caliber, professional staff at firstPRO, and I only hire individuals with a proven track record for getting the job done. It is a given that their job is a priority and I don't micro-manage their time. I have complete confidence that my employees will manage their business day productively and fulfill their personal obligations in a responsible way. There are, however, many jobs that require hourly and daily attention with specific hours of operation and contact with the public. In those cases, I discourage the overlapping of business and personal time because so much of the success of the job requires their undivided attention to the task at hand. In these instances, it is important to have concrete rules for how personal interruptions are handled, and they need to be applied across the board and consistently. Hourly workers should be given breaks throughout the day, including a lunch hour, and all personal business should be handled during those times. (Of course, emergencies will arise and there should be a policy as to what constitutes an emergency and what protocol should be.)
At firstPRO, we believe in a balanced life and offering a certain degree of flexibility. Everyone deserves uninterrupted time away from the office, be it weekends or vacations. An organized employee makes arrangements for things to be handled appropriately while they are gone, but depending on their level or position, it may be necessary for someone to reach them regarding a business emergency. It is a good idea to check in once or twice while away, just to determine that all is well. (As a manager and business owner, however, I am always reachable and want to be contacted when important events occur.) It is wise to have continual access to email so that you can respond to questions or situations at your convenience and without interruption.
With the amount of work we face today, the line between work time and personal time will inevitably blur, but maintaining this balance will certainly add to your work ethic. Remember that a bit of personal time during the workday is healthy, but in the end, the workday is for just that ... work.
Wednesday, December 10, 2008
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.
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.
Friday, November 28, 2008
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.
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.
Friday, November 14, 2008
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.
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.
Thursday, November 13, 2008
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.
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