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Showing posts with label Business Etiquette. Show all posts
Showing posts with label Business Etiquette. Show all posts

Best Read Friday - What Not to Say

DON'T SAY IT...
There is either a sense of excitement or anger that fuels a quick response to questions without proper reflection.  It is in this moment where candor, arrogance, humor and sometimes disobedience can be interpreted in answers.  Of course, it is always best practice to be humble and say close to nothing at these times.  But if you're caught off guard, it's best to quickly remember these rules on WHAT NOT TO SAY found in this article.

For more professional tact and insight, be sure to check out Chapters 2 - 5 of the book, Get A Clue - 10 Steps to an Executive IQ.  
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Starting the New Career on the Right Foot

BE THE HERO NOT THE ENEMY...
There are two categories of individuals entering into a new career – those who have experienced opportunity, persistence, and preparation come together and those who have no experience but knew someone who opened the door.  

No matter how you got there, here’s what you do to stay there.
  1. Know your job.  Unless you have come in as an assistant or a glorified secretary or you are working in a startup, obtain a clear list of responsibilities from management identifying what is expected.  There should be documentation that delineates each role/responsibility to ensure unnecessary friction is not created with individuals who may be performing the same tasks.
  2. Stay under the radar.  Most companies do not have a training manual on exactly how your job should be done unless it is a low-level position.  Nor do managers want individuals who are not self-starters and have no drive to figure things out without spoon feeding.  Learn what others on the team are doing by asking the right questions and not creating waves.  Allow people to offer you information or documentation instead of continuously asking or demanding.
  3. Make more allies than alligators.  Be humble enough to know how to work with everyone, regardless of how much you know or who you know.  In order to survive anywhere you must be able to relate to management and non-management.  The perception that there is some entitlement will only alienate others and have them shy away from helping you.
  4. Keep personal connections private.  Do not openly discuss your personal relationships with others working in the new place of employment.  Keep that to yourself and don’t acknowledge it or go out of your way to expose it in office settings.   If there is a relationship with higher level executives, allow them to boast about your skills to others rather than you tooting your own horn.  Again, a sense of entitlement and the perception of being untouchable based on connections hurts rather than helps.
  5. Talk the least and work the most.  Your work ethic, teamwork, and results should speak for you.  Individuals should be less concerned about who you are and more excited about your arrival to help them do their jobs better and in less time.  Focus on performing tasks that help others to demonstrate value.

You made it this far, now make it work to your benefit. 

For more clues like these, be sure to check out some helpful videos on the YouTube channel or purchase the book, Get A Clue – 10 Steps to an Executive IQ.


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Limiting the Nosy Co-Worker

The Not Cute Curiosity...
Nosy neighbors are definitely a problem but nosy co-workers can be worse if you don’t stop them in their tracks.  Their motive is much different and can potentially harm professional reputation and career growth if allowed.  

So here are some common tactics of the nosy co-worker and how you can combat them:

Inquire about weekend or holiday plans.  A casual visit to your office/cubicle to start out with a work topic that goes into a casual inquisition is the norm.  He/she will be really trying to determine family life, extracurricular activities, and potential spend to scope out how much you are obligated financially and time-wise.  Be very evasive and do not let on that you have any special plans and leave it there.  If he/she asks any further questions, use the “clean up/work around the house” or “need to rest” excuse.  No one ever questions that.

Expose the type of car they have.  In a meaningless conversation, he will either discuss the type of car he drives, needs to pick up from the (named) dealership, or leaves the key with the bold symbol blatantly on a desk or public place.  Here is your turn to flip the nosiness on them and tell them how much you admire those cars and “one day you hope to be able to afford one”.

Discuss employment favors.  Bragging is their ammunition to get you to fall into their trap of believing you can trust him.  Oftentimes what will be disclosed is how they manipulated the system and managed to not get caught.  Do not fall privy to an open dialogue regarding any favors provided to you.  This person is trying to determine how far you will go to get ahead and who will be the casualties.  And it will be used against you.


At the end of the day your business is just that – YOUR BUSINESS.  Sharing it is not a good idea if you want to keep it moving, offend no one, and remain a safe distance from those who want to know too much about you.

 For more tips, be sure to follow:
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 Feel free to pick up a copy of the book, Get A Clue - 10 Steps to an Executive IQ
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Respect the Boundaries or Expect Departures

Result of Crossing Boundaries..
Information Technology is no different than other industries like construction, finance, entertainment, and sports where deadlines are in place to meet objectives to get to successful results.  There are employees, consultants, and vendors in place that are assigned tasks and either work on teams or individually to make sure nothing falls through cracks.  There will always be a mistake or miscommunication that causes some rework or more research and this should be accounted for in a buffer that does not put everyone in crunch mode.  However, if there is poor planning on management's part, emergencies may arise but there are boundaries that should never be crossed if the dedicated qualified people are expected to continue to perform with excellence or even stay.

Here are a few tips on maintaining the boundaries to not lose the good people:
1)  Acknowledge and grant respect for life outside of work.  Work is the means to the end but not LIFE for anyone who is well-balanced.  There will be times when it is necessary to work late hours and weekends but it should not be the norm or be expected continuously for over a month.  Anything over that means there is a lack of respect for the people working.  Burn out is inevitable because the downtime required for people to regroup to perform better than average is missing. Mistakes will be made.
2)  Remove people that cause confusion and misinterpret.  Rework costs any project time, money, and resources.  If there is consistency of a person misconstruing the requirements and changing the direction on a whim, more time and money is wasted for continuous correction.  Management should address and eliminate this factor. Leadership should apologize to those performing the corrections and take the hit for it.  (Notice the difference between management and leadership.)
3)  Do not over-exaggerate minor issues.  We all know the story of The Boy Who Cried Wolf.  Everything is not a disaster or a showstopper.  In fact, all problems are not important enough to be addressed immediately.  Learn to stay focused on the bigger picture and only raise alerts on items that would cause a complete failure.  If someone on the team including management keeps setting every problem as a high priority, their position needs to be reevaluated.
4)  Escalate as the last resort.  If someone did not respond to an email, text message, or phone call at midnight and there were no established rules for overnight support, there is no need to escalate to upper management.  In fact, chances are #3 was not adhered to and there is some undertone of believing the most qualified people are somehow indentured servants answering to a dictatorship.  Trust. That will not last very long. 

In summary, respect those who work for you, maintain the boundaries, and they will work harder for greater outcomes towards your vision.  No matter the economy, there is always a group that can appreciate their expertise and hard work.
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From Combine to the 1st Day of Camp

Courtesy of sportsillustrated.cnn.com  
Professional athletes have all had the dream to make it to the big league.  Once they are drafted or have had successful combine results and are lucky to be signed, dreams have morphed into reality.  But just like people employed in careers that are not necessarily dream jobs, there is a time frame each person must endure initially that will either stimulate and motivate the desire to excel or filter out the weak links that just do not have what it takes.


In corporate America, it is the three month probationary period for employees and contractors.  For professional sports, it is training camp for the athlete.

 Here are four tips to help make the transition from unsure to gainfully employed:
1) Remain humble. Management and coaches already know who will most likely remain on the team before camp begins. This time is mostly for the ones who have exhibited talent, competitiveness, and toughness but the determination is left as to whether they are a good fit.  Good fit is not only about how well they will replace others but also character, reputation, and the ability to get along well with others including leadership.  This is the time to remove associates that exhibit poor judgment and keep people around that are discerning about what it takes to keep your humility and ability to focus in check.
2)  Be prepared and stay alert.  Whether it is working out endlessly to be in the best condition before training camp or researching work assignments that apply to what your task will be, stay the course with self-discipline.  Turn preparation, like watching film, into habit by focusing at least twice a day.  Now this also means getting the appropriate amount of rest and turning down the solicitations to hang out on the weeknights at the local bar or club so that you can remain alert during your "day job".
3)  Befriend no one. The people that are trying to be the friendliest are normally the ones that are the most divisive or competitive.  They either want to know what you know or stop you from where you are trying to go.  This is not the time to build a family dynamic in this trial period.  After the team is set and you are grounded in checks, determine who you want to have in your space and filter accordingly.
4)  Stay drama free externally.  There will always be significant others and spouses and those who seem to continue to hang on.  Be sure these individuals do not bring added stresses of neediness but provide the level of support necessary for you to remain focused on the ultimate result of getting past this period.

After all no career is really promised a lifetime but there must be the right focus to make it off the starting line for the first few months.  Treat this time like a combine and use these tips and work hard to stay off the unemployment line.

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The Art of Keeping Quiet

SHHHHH.....
Have you ever been in a meeting and someone makes a remark that makes absolutely no sense?  Ever been around know-it-alls that really know very little about the topic they won't shut up about?  Do you find yourself squirming to just speak what is on our mind?  Don't worry.  You are not alone.  In dealing with business clients,it is imperative to remain politically correct. However there is an art to knowing when to remain silent.

1). How will it affect your bottom line?  If a swift decision can be made to terminate a contract or remove business, think more than twice before you speak. Let nothing affect your revenue, especially actions of which you can control.

2). What is the impact on future potential business relationships of which the offending person is mutually involved?  Make sure this individual does not know someone that you may want to do business with in the future who believes his credibility.

3). What are the chances this person will even listen or accept criticism? It takes a true professional to listen, adjust, and/or become indifferent. If you want to speak your mind or possibly cuss because of the intense stupidity or poor judgment of the individual, it is far-reaching to believe the person will change or take your opinion or facts into consideration.   So why waste your energy?!

While it is true that silence is golden, it is also a stance that many take to deal, better yet not deal, with an issue. If you have already taken a stand previously in a politically correct manner and the point seems to not get across, evaluate the impact of speaking out or keeping quiet.
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The Weight of Leaving the Comfort Zone

IN CHARGE SOMETIMES..
The most successful entrepreneur or athlete is not always in the driver's seat or director's chair on long-term contracts.  Whether you are in a profession because it pays the bills or it is the dream career that you love, it is hard to leave the familiarity when it must come to an end.  Sometimes it is abrupt as in the case of injury or inability to move as quickly as in the prime for athletes.  Other times, there is a known expiration date on a contract that will not be extended due to budgetary reasons, change of direction, or lack of interest.  Regardless of the circumstance, it is hard to move on from a place of familiarity.

Here are some tips on easing the burden of leaving the comfort zone.
  1. Accept the reality that it is over and expect to walk away having given your best performance.  Even if an offer to extend the contract is provided, at least you can walk away with pride and dignity in all of the great work ethic.
  2. Preparation is key but sometimes unexpected things occur.  Plan at least 6 months out to ensure monthly obligations can be met - both business and personal.  No matter how great you are, there is someone competing at a discount.  Therefore, do not count on another contract being picked up right away.  Curb the spending until you sign on the dotted line.  
  3. Evaluate options carefully without being too self-entitled.  Sometimes the arrogance can get in the way of great opportunities and successful negotiations.  Be humble and appreciative that you may get another opportunity.  The humility will always win in the end.
  4. Be positive and silently release any negative feelings about no longer having the contractual obligation.  Now I don't mean leave monies owed on the table.  However do not harbor ill feelings that will only make you appear like damaged goods for the next contract.
There is a difference between the long-term franchise, contributor, and role player.  The former normally controls when he leaves the contractual agreement.  The latter two can be up for grabs based on the market, ownership, and the management.  Be prepared and know that you will always be where you are supposed to be.  That should be the only comfort zone!
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Video Series - Doing Business Requires Dating Skills

A CALL BACK SPEAKS VOLUMES...
Meet some executive on the plane or at the local coffee shop?  Exchanged numbers with a solid business person at a conference? Received a complaint from a justifiably upset customer? 

Relationship building in business requires the same simple healthy communication as dating - a callback.  It is common courtesy and shows respect for the other person's time, availability, interest or concern.

Check out this video to see why the callback is so important in business relationships. 
http://youtu.be/cUcCbC1yAGE

Check back every Monday, Wednesday, and Friday for more business and networking tips.  Be sure to follow on twitter at @temekoruns.
Purchase the book today on Amazon: http://amzn.to/10Somc1

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Managing Time Wisely

TIME ALWAYS MOVES...
The days keep getting busier but time does not extend.  We have hectic schedules with family, work, entrepreneurship, recreation, and sports.  This latest video provides some great tips on maximizing your time.

http://youtu.be/T_aiXZwRvWE

For more business and motivational tips, check out the following:
Twitter: http://twitter.com/temekoruns
Facebook: http://facebook.com/execgetaclue 
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Tips for Secure Corporate Travel


SECURE BUSINESS TRAVEL TIPS...
Travelers can never be too comfortable in airports, hotels, restaurants, and lounges with confidential information or even their identity.  Business travelers, especially, tend to let their guard down and what can be deemed as trivial can lead to identity theft and corporate confidentiality breaches.

Don't let the "friendly skies" fool you.  Watch this video to include some important tips in your frequent travels to prevent being the victim of unnecessary fraud.  http://youtu.be/6t6hUA1gn2E

For more business and motivational tips, check out the following:
Twitter: http://twitter.com/temekoruns
Facebook: http://facebook.com/execgetaclue 
 
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Leaving with Class - Ed Reed A Model Example

Ed Reed - Baltimore Sun Ad. 

 When you had a long-term contract with a client and it is either not renewed or there is not a genuine interest in the skills you bring to the table, there can be a sense of uneasiness about the possible lack of appreciation of what you have provided in the past.  This happens in the business world and even more visibly in the professional sports environments where both trades and free agency leave hard working indviduals in the unknown.  If you gave more than 100% in your area, sacrificed your personal life, or dedicated relentlessly to the goals of the organization, it goes without saying there would be a little angst.  But you must keep in mind the small degrees of separation and leave with a level of professionalism that makes them wonder if they made a mistake.

I have had contracts for my company not renewed because cheap labor infiltrated an industry that use to value quality over costs.  I have had pressure tactics applied to force a decision to stay with less pay and less freedom.  These situations happened after spending countless hours every week in travel and hard work while sacrificing quality time.  After these experiences, you learn that clients are running a business and so are you.  Take the emotion of the friends you have met and the complacency of knowing the atmosphere out of the equation.  Whether you are an individual or a company, it is the same mindset - do what is best for your future, longevity, finances, and peace of mind.

That said, in following the Ed Reed departure from the Baltimore Ravens I was amazed at the ignorance in social media of the lack of understanding and hatred towards him for making a decision to move on to the Houston Texans.  Then I woke up and realized that although some people are relentless in their opinions, the majority of Americans come from the old-school philosophy of work the same place for years, collect a pension and retire.  These people do not take the risks of leaving an employer for a better opportunity.  They stay the course and deal with anything that is handed to them to stay with their employer.  It is not their fault that they do not understand the free world of "entrepreneurship" of athletes and others in the business world.  

It's a business relationship no matter what championship or goal you help the organization accomplish.  Simply put, if your employer or client does not appreciate your skills by paying you what you deserve or tries to force you to take a lesser pay/role after you helped them reach their goals, there is some other group that will welcome you to their team for equal or better money.  If the existing employer or client is not willing to put up a fight for you, that speaks volumes that they really weren't interested in keeping you.  All you can do is plan accordingly for the move to the next place and do what is necessary to stay competitive and valuable for even the next level.  Say nothing negative about the organization or the people involved in the decision to allow your departure.  Because you never know, those same people could be placed in control at a future place where a contract might be signed. Or they can be depending on your decision in the future to sign a contract for their employment - the sweetest revenge.  

Leaving with class has no better example than Ed Reed, who took out an ad in the Baltimore Sun, to thank the organization, the city, and the Ravens fans for all the good times.  Reed dealt with the situation with professionalism and departed with class - a humble approach for an extraordinary future legend who I am sure will shine with the Houston Texans.
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When Curiosity Becomes Invasive



If Only So Innocent!
Working with people who have diverse backgrounds and varying personalities can make for a challenging environment. It is not until you understand how to maneuver around their intricacies and pet peeves that a working relationship can be fostered.  Sometimes it is in our best interest to take some time to familiarize ourselves with our co-workers but not to the point where it violates the privacy of which they, in fact we all, are entitled. 

For example, LinkedIn is a great social media networking site for professionals and entrepreneurs. However it should not be used to profile how important a person is by the volume or influence of connections. That is, after all, not a true reflection because everyone the person really knows is not social networking on this site. 

If a co-worker has been hired or placed in position, it should be taken as face value that he/she is either qualified or knows somebody. In either case, asking for a resume or trying to determine his/her qualifications after the fact is demeaning, puts them on the defense subconsciously and  immediately causes mistrust. 

Additionally, there are also certain questions people ask that have nothing to do with building a relationship. These are just out of line. Questions like: where do you live (specific city or community)? When did you buy your house?  What type of car do you drive?  What are you doing or did you do for the weekend?These questions are not about finding similarity but most frequently used to assess people's lifestyles and potential net worth.

Pay attention to people that are too curious and over exert themselves in "getting to know you". They are likely to be untrustworthy individuals because they have no respect for both professionalism and privacy. Identify your privacy limits and know who is invading them. This exercise of discernment is necessary to understand how to deal with people working with and for you. 

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 For more guidance on obtaining discernment in this area, download the ebook and start with Chapter 2 in Get A Clue - 10 Steps to an Executive IQ today.
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Email R.E.S.P.E.C.T.

Today I witnessed an email exchange between so-called managers and their respective management.  I was floored to see how management supported a culture of disrespect in written communication regardless of the politics involved.

Please help in mind the following when you are responding to email:
1). Know the recipients. The people copied on the email will quickly form an opinion of your ability to provide a level-headed response.
2). Never respond quickly on your smartphone or iPad.  It is better to properly prepare your answer than to rush to respond and be perceived as one that just reacts.
3).  Watch your language and connotations.  No one should ever be spoken to in a disrespectful tone. State facts like data, dates, and other documented items.  Any mention of near profane words including "heck, darn, etc." should be avoided.  This shows a disrespect for not only the individual but also the other recipients.
4). If you are the manager of someone that is misusing and abusing email, correct it before it gets out of hand.  Address the issue before it is blown out of proportion and you too lose your credibility.

Stop, listen, read, breathe, obtain facts, and get a Starbucks tea before you respond.

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What Will You Do To Get Ahead?

Ah!  Sick of your current role?  Looked over for a promotion? Told that you are not ready for a promotion?  You are in luck. Here are the dos and donts of moving to the next level.
1). Do meet with your immediate manager and ask for a list of areas to improve. Create an action plan to increase your skillet and strengthen your weak areas.
2). Do ask peers and other management their professional opinions of you. Only ask people that have no vested interest in theirownpersonal agenda to climb the corporate ladder.   Make necessary adjustments to attitude and cooperative behavior.
3). Do ask for high profile projects/tasks that provide high visibility to external partners and other departments. You never know where your next opportunity will be and it helps to have alliances in more than one area.
4). Do ask for one-on-ones with your management to gauge how well you are improving his perception.  Remember perception is reality when it is promotion time.

 And here is what you should never do if you want to be respected and trusted:
1). Don't take credit for other people's work.  The truth will come out eventually when you are asked to perform at the same level for another task. No one will want to help you.
2). Don't denigrate others or "throw people under the bus" to make yourself look good. It is unprofessional and immature. Protect your peers and subordinates at all cost.
3). Don't take over work assigned to another person to show that you have it under control. If you want to shine, act like a team player or ask for your own assignment to be a individual contributor.
4). Don't partner or fellowship with other untrusted persons. Birds of a feather normally flock together and you will be judged by the company you keep.
5). Don't forget to look outside the company.  You are valued most elsewhere if you are talented.  Management usually takes the good people for granted.  There is a saying about the well running dry.  Believe it!

 Devise your plan and move ahead to not only get to the next level but maintain your integrity, confidence, and relationships for the long haul. And I strongly believe anyone reading this blog only wants to be promoted with this kind of respect.

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When To Not Include Everyone

To Reply or Reply All

 There seems to be a common theme of the unprofessionally trained in email communication.  Email is not for everyone.  Some people have a mindset of a tweet while others think in Facebook posts.  In this microwave generation, the abbreviations used in text messages are drastic to get the point across to the recipients.  Nonetheless, these people are expected to be able to communicate effectively when speaking with professionals in corporate settings, business deals, or polite correspondence.  Part of communicating effectively is knowing when to hit the Reply All button.

 It is generally okay to hit the Reply All button if one of the following pertains to the situation:
  1. Everyone on the email has a stake or is impacted by the responses.
  2. If the email is going to a distribution list and a question is being asked to the multitude to get an answer or enlighten others that might not know of the response.
  3. Recipients of the email have specifically asked you to include other parties in the email.
  4. You are not saying something negative about one of the people on the To: or CC: list.
It is not okay to hit the Reply All button in response to someone informing the group of general information of which your reply has no meaning to the rest of the group.  For example, if there is a message that there is an early office closing, don't respond to the entire group that you have not received  your new computer.  Everyone on the building notice sees this, and needless to say, how either unsavvy or disinterested you really are in your communication.

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Building Relationships - Trust

The more seasoned I become, the more I notice the unprofessionalism around me.  Business school does not teach the bare bones of business etiquette and building great working relationships. In fact, I believe some of the ground rules were taught in elementary school and definitely should have been instilled your parents during our early development years.
Let's take a quick flashback down memory lane and see how it applies to our professional careers.
1). No one likes a tattle tale.  When you are quick to report back on what others are doing incorrectly, you will become less trusted and information will not be shared with you. You will end up being the only person that does not get invited to coffee breaks at Starbucks or you will find yourself eating lunch alone all too often.
2). What is told in confidence should not be disclosed to others.  That goes for emails as well.  When you break people's trust, it is hard, if not impossible, to gain it back. Even places like Cancun and Las Vegas have the same code of ethics.
3). Do not throw stones or dirt in other's faces.  Judge no one because you are not perfect. Never smear another person's reputation. Even if you have facts and clear examples, leave names out of the hallway discussions.  If the person is incompetent or unreliable or unprofessional as you think he is, it will catch up and the truth will reveal itself.  Take care of you.
4). Stop, look, and listen. Be mindful of where you are having discussions about people.  You never know who is listening .  Even more importantly, you have no idea who knows who or worst who is related or in relationship with another.  People get burned all the time not knowing that women work in the same company as their husbands and keep their maiden name.
5). Keep the racial, political, religious, and stereotypical jokes out of conversations. People are easily offended these days and you do not want to be known as the HR nightmare. Protect people's feelings and your job as well.

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Business Etiquette 101 - Forwarding Email Invites

Inviting the Uninvited

 Etiquette does not only apply to sitting at the dining room table, networking with strangers, or sipping tea at tea time.  It also applies to business. It amazes me that people think it is okay to forward meeting invitations to other people without getting the permission of the host or providing an explanation to the host.  Business meetings are not +1 like social invitations. You never know what political issues are looming in the background with the participants.  Furthermore, who are you to determine the right participants to someone else's meeting?  Okay I won't answer that question on this blog.

 Here are a few reasons where it is okay to forward an email invitation if prepping the host:
  1. You will be unavailable for the meeting and want to show your love of the topic.
  2. Your input is not good enough and there is someone that knows more than you.  Probably not, if you're reading this.  
  3. You are no longer interested in the topic and someone else has been assigned to handle that matter.
Outside of these reasons, evaluate hard and send an email to the host before inviting others.  After all, you would not want anyone inviting unexpected guests to a wedding and there was not enough seats or meals at the reception for the uninvited guest.  Save the embarrassment and your reputation.

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Business Etiquette Prerequisite

There is something in common between professional entrepreneurs, management, and daters.  They all desire a simple callback.  A simple polite gesture to indicate if plans are moving forward, have been postponed, or were interrupted due to an unexpected circumstance.

 Healthy business partnerships or intimate relationships of any kind are not established or maintained through email or text messages.  Verbal, better yet face-to-face, communication is necessary to read body language, tone, and get an accurate understanding of what the person is feeling. 

 If you are an executive or business owner, the world does not revolve around you no matter how great you tell yourself you are in the mirror each morning.  Eventually there will come a time when people stop dealing with the poor behavior.  If there are too many things on the plate and you are that disheveled, plan your daily agenda with callbacks to make sure you don't miss a business opportunity or important deadlines. 

As blogged all over the Internet by chronic daters, returning a phone call is really not that hard.

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