BUSINESS ETIQUETTE

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has peaked.

6. Invite questions from participants and in case of lack of response stimulate the discussion by directing questions at the participants by name (when possible).

7. Keeps the discussion balanced not allowing one view to dominate and keep the discussion on track.

8. Ensure that each participant gets due share of their time to exchange ideas on issues of concern to them.

9. Ensure that the volunteer participant appointed by you, takes notes of the major points discussed in the workshop. This will help them to report on the workshop later.

10. Thank participants at the end of the session for their attention and participation.

10.8 CONFERENCE

A conference is closed group discussion. A conference is usually a large gathering of persons who meet to confer on a particular theme or to exchange experience or information. A conference may held to exchange views on some problem being faced by the organization or some other issue related to it, and it may even suggest a solution, but the suggestions from a conference are not binding. They are more in the nature of recommendations. The participants in the conference have to register for attending the conference.

Within the organization, the sales manager may hold a weekly conference of the salesmen to review sales during the week and to plan the next week’s strategy on the basis of the views expressed by them. Conference may sometimes be held to give training to new employees. These employees may be exposed to a conference where necessary information about the organization is imparted to them and through discussion in an informal atmosphere they are made to learn all about the organization, its objectives, policies, etc. This kind of conference may be described as a conference for training.

Occasionally a large industrial concern may take initiative and invite delegates from other similar concerns to a conference to discuss problem of mutual interest. The host organization selects the venue of the conference, makes arrangements for the stay of the delegates, chalks out detailed programme, invite eminent people to chair various sessions, selects the speakers, and at the end of the conference sends out reports to leading newspapers highlighting some of the important aspects of the conference.

Such conference usually last from two to three days.

10.9 BUSINESS ETIQUETTE

Business etiquette is made up of significantly more important things than knowing which fork to use at lunch with a client. Unfortunately, in the perception of others, the devil is in the details. People may feel that if you can’t be trusted not to embarrass yourself in business and social situations, you may lack the self-control necessary to be good at what you do. Etiquette is about presenting yourself with the kind of polish that shows you can be taken seriously. Etiquette is also about being comfortable around people (and making them comfortable around you).

People are a key factor in your own and your business’ success. Many potentially worthwhile and profitable alliances have been lost because of an unintentional breach of manners. Etiquette is a very important factor in determining the success or failure of a business or a person. Etiquette is the way a person presents himself to others, being comfortable and making other people around comfortable.

Good business etiquettes are the recipe of success. It is very important to practice good manners and

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etiquettes in order to succeed in your business, be looked by people and maintain good relationships with clients, customer and employees.

When you do not practice good etiquette intentionally or unintentionally, you are bound to face lot of obstacles on the path to success. But if a person is generally considerate and attentive to the needs of those who work for him/her by following the basic rules of etiquette, he/she will definitely be successful in any venture.

It is easier to make money than to earn respect and accolade from people who know and interact with you like colleagues and employees. Life will definitely be easier if you follow the following tips on business etiquettes:

• Make sure to treat each person you interact no matter what his or her position in the corporation, with respect and make it a rule to be pleasant to everybody no matter what the situation is.

• Before an event, use your address book or your “people database” to refresh your memory about the people you are likely to meet.

• Apologize when you step on toes.

• Let people know that you appreciate what they do which will boost morale and improve work quality.

• Keep records of people who matter to you and acknowledge if they receive a promotion and wish them on their birthday, anniversary or any other occasions.

• When meeting make sure that all the participants know about the schedule, the objective of the meeting, matter that is to be discussed and the expected duration of the meeting.

• Distribution of minutes and summaries of meetings and thanking each participant after meeting is a basic courtesy.

• Always return calls, if you are unable to answer, have a polite message on the answering machine that will be returned at the easiest. Never be rude or impatient with anyone on the phone.

• Never make anyone wait, be it an employee or employer, or a business etiquette acquaintance. Never be late for a meeting or for work.

• Dress is also a very important aspect in maintaining good business etiquette. Businessmen have to appear impeccably groomed.

• Women have to dress appropriately and take care that they do not give a wrong impression to their colleagues. Proper care should be taken that can avert a lot of embarrassment.

• Make sure your employees practice good etiquettes to customers and to each other to be able to work in a friction free atmosphere. Smiling courteous service will definitely help to improve business and make a customer become regular.

• The fork goes on the left. The spoon and knife go on the right. Food items go on the left, so your bread plate is on your left.

• Drinks, including coffee cups, should be on the right.

• When sitting at a banquet table, you may begin eating when two people to your left and right are served. If you haven’t been served, but most of your table has, encourage others to start. Reach only for items in front of you, ask that other items be passed by a neighbour.

Offer to the left, pass to the right, although once things start being passed, go with the flow.

• Do not thank your hosts at the end of the meal. ‘Thank you’ is considered a form of payment and therefore insulting.

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Exercise–10

1. What is meeting? What are its objectives?

2. What are the different types of meetings?

3. What procedure have you taken for conveying a meeting? Discuss.

4. What is agenda? And why is it important to circulate among the members before the meeting?

5. What are the different points should be kept in the mind while drafting notice and agenda?

6. Draft a notice and agenda of the 5^th Annual meeting of the Board of Directors of a car manufacturing company.

7. How do you define minutes?

8. What are the different types of minutes?

9. Write en explanatory note on content of minutes of meeting.

10. Draft the minutes of the Annual General Meeting of the Shareholders of Satyaprakash Paper Mill, Rajatpura.

11. Draft the minutes of a Board meeting at which the following items were taken up:

(i) Appointment of Mr. ABC as the Deputy Manager.

(ii) Appointment of Bankers.

(iii) Allotment of 600 Equity Shares to Mr. XX (iv) Announcement of new branch opening.

12. Draft the minutes of the second meeting of the Board of Directors of a telecom company.

13. Write notes on:

(i) Agenda

(ii) Minutes of meeting (iii) Meeting

14. Why media management is important for a company?

15. How do business organizations take advantages from issuing press release?

16. What are the characteristics of good press release?

17. Your company has won a customer satisfaction award. Prepare a suitable press release.

18. Prepare a press release to announce the decision of your company to open a new branch.

19. Your company has signed an agreement with a Japanese company for the production of i-pod. Prepare a suitable press release to announce this tie-up.

20. Your company organized a cancer awareness camp with the help of well qualified and senior doctors. Prepare a suitable press release on the occasion.

21. Your college organized a one-day seminar on the Rainwater Harvesting. Prepare a suitable hand-out to be issued to press.

22. What are the important points taken into consideration while organizing press conference?

23. Discuss the press conference checklist.

24. What precautions have you considered before and after press conference?

25. What are the tips for effective media interview?

26. Write an explanatory note on media interview.

27. What are the advantages of holding conference?

28. Explain seminar, conference, and workshop.

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