Business etiquette: rules of business communication and principles

Business etiquette standards

are an important component in the business sphere. They cannot be ignored, since this can put an end to not only a business reputation, but also forever exclude an individual or an entire organization from the competition associated with organizing and conducting business affairs. Currently, organizations pay a lot of attention to such concepts as business etiquette and business culture, because they determine the norms of behavior of business participants in public places. In the business environment, great importance is attached to a person’s appearance and speech etiquette, which are considered signs of representativeness, determination, and self-confidence. This is why it is so important to follow the rules governing behavior when establishing contacts (both official and business). Moreover, how productive and harmonious relationships with business partners will be directly depends on the level of internal culture of the organization itself.

Rules of business etiquette

The rules listed below simply must be followed because they:

• will form the image of a business person with whom you can conduct business relations;
• will help you behave correctly during business negotiations, meetings, conferences;
• will help you get out of difficult or controversial situations correctly and gracefully when communicating with business partners;
• the opportunity to show subordinates by example how to communicate with partners;
• gives confidence to you as an individual and a leader and increases your authority.

The principles of business etiquette include the following rules of behavior:

Punctuality

Time is one of the most valuable resources and it is not renewable.

If you want to be a successful business person, learn to value your time and the time of your partners.

Try to never be late for business meetings or visits, as business people pay special attention to this.

Many businessmen do not want to do business with those who do not value time.

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Politeness

A sincere smile is the calling card of many successful businessmen. Polite communication with colleagues and work partners will help your business develop and prosper.

Tact

In business circles, it is customary to remember a sense of proportion and a sense of tact. There are certain topics that can cause negative or aggressive behavior in the other person.

During negotiations or communication, you should avoid such topics so as not to put your partner in an uncomfortable position.

Modesty

This trait always beautifies and elevates a person during communication. A modest and self-confident person will always arouse sympathy in negotiations or in a work team.

Delicacy

During business communication, it is necessary to respectfully and gently communicate with your partner, regardless of political views, nationality, appearance, gender, etc.

I recommend reading Etiquette for Children and Schoolchildren

You must respect your colleague's decision or opinion on any issue.

Self-control

The norms of business etiquette oblige you not to lose control of your feelings, to be restrained and friendly.

In any situation, it is necessary to restrain your emotions and respond adequately to any decision of your partners or management.

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Conscientious attitude to work

One of the main indicators that the company's management will value in you. If you are a responsible employee who brings good profits to the company, know how to negotiate with partners, and have your own non-standard approaches to solving complex problems, then you will be appreciated and encouraged.

It is not customary to resolve various family matters or communicate with friends during working hours.

Corporate culture

Corporate culture is a model of behavior of company employees that has developed in an organization and is generally accepted by all employees. It is usually a reflection of the core values, goals and objectives that determine the company's policies. The corporate culture is formed partly spontaneously, but with a competent approach from the company’s management, it is largely purposeful. However, obedience to the rules of corporate etiquette, which is mandatory for all employees, is a completely logical and natural phenomenon. These rules are based on generally accepted principles of business communication, and are designed to create a work environment that promotes maximum employee performance.

Business communication etiquette

Many organizations have job descriptions that describe the basics of corporate ethics that must be observed by all employees and managers of a given company when conducting business relations with partners and within the company.

Follow the dress code

• For men, trousers and a formal shirt or business suit; in some cases, a shirt and jeans are allowed.

• For women - a formal suit, blouse and skirt.

• Cleavage-provoking and short skirts are excluded. Shoes of a dark color or to match the suit, flesh-colored stockings without sparkles or patterns.

• The number of jewelry and accessories should be minimal: watch, ring and chain or earrings. There is no need to wear all the jewelry in the house to negotiations; this will not increase your authority with your partner.

• Strict makeup, not particularly bright lipstick color, light perfume scent within reasonable limits.

• Neat appearance, strict hairstyle, manicure and styled hair, mustache, beard.

Keep your desktop tidy

If you have a business meeting in your office, be sure to put your desk in order.

Many managers do not like employees who keep various items on their desk in disarray.

There is a direct relationship between order in the workplace and in your head, and these are not empty words.

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Business speech etiquette

Learn to listen to your interlocutor

Each person should be able to competently convey the necessary information to his colleague at work.

Even more valuable is the ability to listen and hear your partner with interest. During communication, you need to look into the eyes of your interlocutor and show him your real interest in communication.

If during a conversation you sit half-turned to your colleague and look out the window, then your communication cannot be called successful.

When the interlocutor feels your interest, the result of such a conversation will be positive.

Competent, clear speech is the key to success

The art of oratory takes a long time to learn; long-term work on your speech will help you get rid of parasitic words and dummies.

I recommend reading Netiquette basic rules and regulations

Each person, if desired, can qualitatively improve his speech if he works at it.

Concisely presenting your proposals to your partners will help you gain their respect and sympathy.

Business gestures

A business person’s gestures are clear, energetic, but without sudden movements.

The gait should be even and smooth, and the posture when walking should be straight.

The look is confident, without bragging or arrogance.

At the first meeting in business circles, only a handshake is allowed; a pat on the shoulder or a tight hug would be unnecessary.

When shaking hands, it is unacceptable to shake the interlocutor’s hands for a long time or squeeze them tightly.

Train your diction and pronunciation

Business speech should be structured perfectly; if you have problems with this, then various speech defects must also be eradicated.

During business meetings, watery empty speech, voice distortions and other defects are not welcome.

Keep trade secrets

When doing business in many areas, there is confidential information that partners entrust to you. Please keep such information confidential and do not lose your business reputation.

Put down your mobile phone

During a business meeting, try to pay full attention to your partner.

Do not place your phone on the table; it is advisable to turn off the sound on it during a business conversation.

Clothing style and appearance

The basic rule when choosing a business image is restraint, accuracy, absence of flashy details, excessive cosmetics and strong perfume.

If the institution does not use an approved corporate dress code, then business attire will be optimal. For men, a comfortable suit in subdued colors would be a good choice. In some cases, from the point of view of business office etiquette, classic jeans and thin pullovers are acceptable. A strict no to stretched T-shirts and sweaters, sneakers and sandals on bare feet, shorts and Bermuda shorts.

For ladies, we can also recommend a business skirt or trouser suit, or an office dress. In any serious company, according to corporate etiquette, employees are initially expected to wear tights in any weather. The list of unwanted wardrobe items is quite long, but it looks logical. This is everything that is used with the word “very”: very short and tight outfits, very high heels, very revealing neckline, very expensive and eye-catching jewelry.

Business correspondence etiquette

In business circles, business correspondence is of great importance.

Nowadays in business, communication occurs more often through e-mail; previously it was written correspondence; the rules of ethics have not changed much because of this.

To maintain the company’s brand at a high level, when communicating with partners, please follow the following rules:

• start a business letter with a greeting, addressing you by name and patronymic;

• the letter must have a subject;

• Before sending, check the conciseness of the letter and the absence of spelling and punctuation errors;

• communication in writing in a language understandable to the addressee, without fancy phrases and slang;

• correctly indicate the date the letter or document was written, details of your organization or your position and full name;

• Organize saved correspondence into folders to make it easier to find in the future if necessary, do not delete letters;

• It is advisable to indicate in the letter the presence of attachments, if any.

That's all the useful business etiquette tips that will help you become successful and your company a leader in its niche.

I wish you business and creative success!

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About the author: Nikolay Vilkov

Since 1996, he has gained vast experience working as a waiter, bartender, and administrator in cafes, nightclubs and restaurants. I have experience working at banquets, buffets, outdoor events, I know many colleagues in the catering industry, and I am the author of a video course for waiters.

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Speech etiquette basic rules

Discussion: 3 comments

1. Taras:
   08/29/2019 at 13:39

   I completely agree with the author about keeping trade secrets; if you disclose confidential information in business circles, you can lose your authority. It’s very important to keep your desk tidy, not only at work, but also at home. When everything around is laid out on shelves and is clean, then everything in such a person’s head is in perfect order and you can have a business conversation with him.

   Answer

2. Eugene:

   09/03/2019 at 16:45

   Compliance with the rules of business correspondence helps a lot when communicating with partners, this is a fact. If you don’t know the basics, it’s difficult to establish business relationships and gain trust from the first correspondence. If you receive an answer with errors or a poorly formatted letter, then it is difficult to talk about a positive response from the opponent. I learned little new from the article, but rather refreshed my memory of what happened.

   Answer

3. Valeria:

   09/08/2019 at 21:41

   Interesting article. I can’t stand it when, during a business meeting, people often look at their phones and cannot let them out of their hands.

   Answer