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Professional Etiquette - Communication, Grooming, Email and Workplace

Best practice to portrait yourself as a true professional in the IT industry.

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Professional Etiquette - Communication, Grooming, Email and Workplace

  1. 1. Portrait yourself as a Professional in IT Industry
  2. 2. Portrait yourself as a professional in, • Grooming • Behavior at work (work place etiquette) • Direct Communication • Writing Email • Social Media 99X Technology | Rashmika Nawaratne
  3. 3. Personal Grooming
  4. 4. What would you do? > Which part of your body is the best place to apply fragrance? > How many times you need to wash your hair/body to stay clean all the time? 99X Technology | Rashmika Nawaratne
  5. 5. Staying Clean 99X Technology | Rashmika Nawaratne
  6. 6. • Dandruff • Bad Breath • Ear Wax • Body Odour 99X Technology | Rashmika Nawaratne
  7. 7. Clothing 99X Technology | Rashmika Nawaratne
  8. 8. • Wear clean clothing • Dress in style • Wear a decent fragrance • Wear clean and polished shoes 99X Technology | Rashmika Nawaratne
  9. 9. What would you do? > Which part of your body is the best place to apply fragrance? > How many times you need to wash your hair/body to stay clean all the time? 99X Technology | Rashmika Nawaratne
  10. 10. Workplace Etiquette
  11. 11. Always be punctual and manage time wisely • Be on time for work • Be on time for meetings • Manage time between projects • Manage time between extra activities 99X Technology | Rashmika Nawaratne
  12. 12. What would you do? > You find hair in your food > You accidentally spill drink on your colleagues expensive sari > You are hosting a dinner for about 10 people at a restaurant. You have ordered the food for everyone. You have also indicated where they should sit. Are you right in doing so? > At a meeting, where do you place your phone? > You receive a call once you are at a meeting. What would you do? 99X Technology | Rashmika Nawaratne
  13. 13. Know your limits • Limits when having fun • Your limits around other employees • Addressing others • Limits when saying jokes 99X Technology | Rashmika Nawaratne
  14. 14. What would you do? > Your senior / lead calls you machang. How should you address them back? 99X Technology | Rashmika Nawaratne
  15. 15. Be positive, and don’t gossip • If there is something you disagree, communicate to the relevant authority • Don’t take office issues outside • Don’t instigate gossip 99X Technology | Rashmika Nawaratne
  16. 16. What would you do? > Your are at a meeting with Anura ayya. He mention something bad done by another intern and ask you to tell others not to behave as such. > And now you are at lunch with your colleagues. You explain the issue and one person ask to whom that happened. 99X Technology | Rashmika Nawaratne
  17. 17. Your image is like the weather: Noticed only when extremely good or extremely bad 99X Technology | Rashmika Nawaratne > It reflects through your conversation and written words
  18. 18. Direct Communication Communication Etiquette
  19. 19. • Difficulty in seeing other people’s point of view • Interrupts communication Exchange • Achieve goals often at other’s expense Passive • Indirect and hesitant in expressing views • Trust others but not self • Degrading your knowledge level • Allows others to make decisions for self 99X Technology | Rashmika Nawaratne Aggressive
  20. 20. Assertive Communication • Express honestly and directly • Active listener • Consider others’ feelings • Confident on self • Flexible 99X Technology | Rashmika Nawaratne No one judges you on how right or wrong you are, but whether you exist or not!
  21. 21. What would you do? > You are having a chat with your lead. Where/how do you keep your hands? > Where do you look at when you talk? 99X Technology | Rashmika Nawaratne
  22. 22. Good Meeting Manners • Positive body language • Contribute effectively and actively • Listen • Constructive criticism • Arrive prepared and on time for meeting • Take Notes, decide on action plan and ACT! 99X Technology | Rashmika Nawaratne
  23. 23. Tips for professional communication • Responding to Criticism - AAA • Address the mistake (example: “You’re right….”) • Apologize (sincerely) • Accept responsibility (example: “It won’t happen again.”) • We against I • Showing Appreciation • Most important motivator for most employees is appreciation • Ex: I really appreciate the fact that you stayed late to help me finish this project. Thank you so much. 99X Technology | Rashmika Nawaratne
  24. 24. What would you do? > You are at your desk. There’s a bad odor coming from your neighboring colleague. What would you do? 99X Technology | Rashmika Nawaratne
  25. 25. Email Communication Etiquette
  26. 26. Sending • Courteous greeting and closing. • Address appropriately and correctly spell the names • Spell check • The right tone • Correct formatting, structure of mail. • Brief and to the point • Always end your emails with "Thank you," "Sincerely," "Best regards" - something! 99X Technology | Rashmika Nawaratne
  27. 27. Sample Greetings • Could you please…… vs. Could you….. ,please? / Could you… • Would you be so kind as to… vs. I'd be grateful if you could…. • Kindly… vs. Could you… • Immediately / without further delay vs. • As this matter is urgent, I would appreciate a reply as soon as possible • I would be grateful for your prompt reply • I look forward to hearing from you as soon as possible • I look forward to hearing from you at your earliest convenience (Slightly old-fashioned.) 99X Technology | Rashmika Nawaratne
  28. 28. Formatting • No fancy fonts • Use emoticons sparingly to ensure your tone and intent are clear • Typing your emails in all small case gives the perception of lack of education or laziness 99X Technology | Rashmika Nawaratne
  29. 29. To, From, CC, BCC, Subject • Meaningful subject line • To: field for those who you would like a response from • Cc: field for those who you are just FYI'ing • Use BCC when mailing to a group of people whom themselves don’t know personally (Ex. Registration form) • BCC your supervisor/lead when you send a mail outside of the company. (For customer project work or Uni Relation work) 99X Technology | Rashmika Nawaratne
  30. 30. Forwarding • No fun forwarding chains and hoaxes • If someone asks you to refrain from forwarding emails they have that right and you shouldn't get mad or take it personally • Don't forward anything without editing out all the forwarding (other email addresses, headers and commentary from all the other forwarders) • The sender should be okay with you forwarding 99X Technology | Rashmika Nawaratne
  31. 31. Attachments and Quick Messages • When only an attachment is sending • “PFA” – Please find attached • Describe about the attachments if multiple attachments • Quick Messages • Subject: Meet me before 5.30pm <eom> 99X Technology | Rashmika Nawaratne
  32. 32. Acknowledging • Always acknowledge emails you get in a timely manner (Ex. Noted. Thank You.) • If you are in “To” list, acknowledge/reply to the mail • Reply within 12 hours (Sooner the better, shows your responsiveness) • Don’t abuse the “Reply to All” • Read your email before you send it • Answer all questions & more • Avoid long sentences • Forgetting the attachment 99X Technology | Rashmika Nawaratne
  33. 33. If You are on mobile 99X Technology | Rashmika Nawaratne
  34. 34. I do whatever I feel to do. This is me and this is how I roll! And I don’t care what everyone else is thinking!!! But, While being yourself, you have to uphold the status of many; Parents, School, University, Organizations you work for and your Profession! 99X Technology | Rashmika Nawaratne
  35. 35. 99X Technology | Rashmika Nawaratne Respect cannot be demanded, but only be earned!