UG 6

Small Talk Meaning:

Small talk is a technique of initiating a conversation. Making small talk is a way to contact and connect with people
and intends to offer you contacts with friends, business associates, colleagues and others that last for a longer time
period. You may refine the things, which you wish to say in the small-talk and soon you will find out that it is an
effective and useful way to develop and extend your networks.
Some evergreen small talk topics could be the weather, movies, culture, books, and headlines in the news, career,
and more others.
The importance of small talk
Bearing in mind small talk as pointless would definitely be a blunder. It is because mastering this art can not only
provide you with personal gains but even with professional benefits. So, read this complete article to know
everything about the ignored but undoubtedly extremely significant small talk. You enter a novel place and look
around for known faces. But you realize that there are not any! Consequently, try avoiding the entire situation and
wish for a secret escape. Loitering around the table or moving in and out of the washroom is few of the potential
ways that you are following to avoid engaging in a chit-chat. But as per the experts, there is nothing pointless about
the small talk conversation. Mastering the fine art of small talk can help you avoid falling into an awkward social
situation, or a small event or other instances where you are a stranger. Small talks skills are easy ways to build
connections with other people. It is about sustaining, starting and finishing a dialogue with acquaintances or
strangers. Small talk is more important than you might think. We award it a low status, but make use of it every day.
It is the foundation of many peoples everyday welfare, both in private life and in their careers. We often fail to
realize that we are using small talk when we create a good atmosphere at the start of a meeting by asking a colleague
if the morning traffic was slow, or when we ask a colleague about his health, or smile at the checkout operator in the
local supermarket.
Small talk is a technique of talking, a way to make contact with people, and the glue that creates and maintains
contact with friends, colleagues, and business partners.
When you use and refine the things you say in the small-talk category, you realize that the technique is a very useful
and effective tool for the task of extending your networks.
1. It makes you smarter: As per experts, such talks boost the problem solving skills of a person. Few social
interactions can induce people to think the other way and look to a problem with a different perspective and with a
different solution.
2. It is spontaneous: The best thing about these talks is that you never know where it will reach, and the other great
thing is that it does not involve any risk of involvement. Sometimes these talks turn out to be so positive that they
result in a pleasant encounter or even signing of the business contract.
3. It opens your eyes: Undoubtedly, these talks inform you everything about the present. As a result, you become
more attentive and pay attention to everything that is going around you. You might be limited only to the
smartphone, but this communication can help you gain knowledge from other intelligent minds in the simplest way.
4. It can help you become an admirer: If you wish to make new friends and want to influence people then it is
essential that you are liked by all of them. Individuals like people who are confident enough and are generous to
engage them. You must remember that small talk is not only a way of entertaining and exchanging information. It is
also a gentle gesture of respect that most individuals appreciate.
5. It makes you feel better about what you are: May be you are not a great personality, but definitely every person
has some unique traits that make them different from others. You might be even not aware of your unique skills that
make you different from others, but these are within yourself and can help you present them to others.
6. Inevitably, everyone needs it: Small talks are important because almost everyone needs it. Whether you are
planning a new career ahead or you want to spend a little time with your co-workers, or you are signing a crucial
business deal, or you are just entertaining your friends, all this requires your ability to engage in small talk. As per
the experts, your pitch is essential for your business to flourish. Even simple, innocuous chats with the clients are
important. Companies are always hunting for resources who can think out of the box and small talks tips help you
think the other way.
The Purpose of Small Talk:
Although the purpose of small talk is little useful, it is but a bonding ritual and an effective strategy to manage the
interpersonal distance. It serves multiple functions to help define the relationships between colleagues, friends and
novel acquaintances. In specific, it aids acquaintances to categorize and explore each others social designation.
Such talks are related closely to the requirements of people to maintain a positive benchmark and feel admired and
approved by those who are listening to them. It fashions social interactions in a highly flexible way, but the
concluding function depends on the point in the conversation at which the small talk begins.
1. Conversation initiator: When it is a small talk between two strangers, then it helps them to identify that they
have friendly intentions and require a little bit of positive interaction. In a professional meeting, it allows people to
establish their reputation and also the levels of expertise. On the other hand, if it is the conversation between two
known individuals, then their chit-chat serves as a pleasing introduction before engaging in other functional topics of
conversation. It enables them to sense others mood and signal their own mood to develop a strong connection.
2. During the end of the talk: A sudden end to a conversation, actually results in the risk of rejecting the other
person. These chats are useful mitigating the rejection and affirm the relation between two individuals and please the
parting.
3. Space fillers for avoiding the silence: In most of the cultures, silences between two people are considered
uncomfortable. Comfortable can be boosted by initiating phatic talk until a substantial topic occurs. It is because
most humans find sometimes silence unbearable.
Benefits of Engaging in Small Talk:
The talk is small, but genuinely it could lead to big benefits. Some of the great advantages of the art of small talk
are:
1. It helps to create a lasting impression: Small talks provide people with lots of information in very small time. It
also helps them to evaluate the atmosphere. With such talks, you can probe your terrain and can sort out all the
things, like other persons sensitivities or humor. As a result, they help you create a lasting impression on the other
person.
2. It can be beneficiary for your career: There are possibilities that the woman who you are avoid talking to, is an
expert in your field and can help you get a better job. Chatting with her on a common topic can help you present
your aspirations to her and what all you wish to accomplish in your life. It may help you build a connection with
someone who can help you gain more success in your preferred field.
3. It may inspire new ideas: It is also believed that chatting with acquaintances or strangers helps to create new
ideas and thoughts. It is great for inspiring new ideas and for this reason works for modern focus groups. When you
talk to a stranger, then you are always thinking of new ideas to impress him, or to provide a solution to his problem,
or similar things.
4. It aids in paying you attention: Todays society is getting entrapping into the smartphones. Most individuals,
even if not professionals, are always relying on their smartphones to gain knowledge. However, all this results in a
lack of paying adequate attention to the surroundings. Chatting with a stranger forces you to keep your smartphone
on the side for some time and at least attend the person interested in talking to you. It pressurizes you to listen for a
change, and hence, you unplug your smartphone and participate in the active communication process, thereby
speaking with a real person in front of you.
5. It may help building lasting relationships: It is possible that your relationship with your close friend even
started a small talk. After all, even friendships require a beginning. You may, therefore, chat with someone new and
you can make yourself a new friend. Even such talks can help you gain more than one relationship that lasts for a
lifetime.
6. It can make you stay happy: It might sound a little weird, but small talks can actually make you happy. When
you talk to strangers with smiling faces and soothing gestures, then it provides your entire body with positivity and
hence makes you feel happy. There are few instances when such talks can even make you develop a strong bond or a
business connection or a friendly affair with the other person.
Tips to Master the Art of Small Talk:
Now that you have known all the benefits of smart talk, you must be definitely thinking of precise ways to become a
master in it. While everyone has its own unique and special ways to begin communication with a stranger, here are
some of the tips that can help you gain mastery in this very interesting subject.
1. Greet individuals appropriately: To begin a conversation does not necessarily require engaging in an ongoing
conversation. If two people are talking, then it is not essential to involve yourself in it, as may be the conversation is
private. So find a suitable time and begin communicating with the other person in an appropriate and gentle manner.
2. Reduce anxiety: Most of the times, people are actually scared of talking to new persons. It is because they are not
pretty much confident about themselves. If you, therefore, wish to end on a lucrative note, then it is essential that
you begin, sustain and conclude the entire chat with confidence.
3. Have an approachable body language: If you wish to make a person feel comfortable while talking to you, then
it is essential for you to have a suitable body language. Make the person feel that he is getting all your attention, but
make sure to maintain the right distance.
4. Keep away your phone: Even if you are too busy, it is mandatory! Try not involving your phone in the entire
communication as it may make an individual feel the lack of attention from your side.
5. Find a common or at least an interesting topic: If you find a common topic to discuss with the other person,
then it is simply great. But be careful that the information you share is correct as since the topic is common the other
person must possess good knowledge about it. If in case, you dont find a common topic, then you may search for an
interesting one.
6. Reveal something about yourself: Dont forget the major reason to begin the small talk. Obviously, you want to
introduce yourself to the person. Find a suitable time and then present important information about yourself that can
impress the other person and help him comprehend you as an individual.
7. Notice your surroundings: As soon as you begin communicating with the person ensure to be prepared for
further incidences for which you wish to talk about. Keep a keen notice of the person and the surroundings and then
communicate with the person accordingly.
8. Dont forget to listen: A small talk is a two way process that must not only be limited to speaking but must also
involve active listening. You must, therefore, try to actively listen to what the other person is saying as only then you
will be able to gain from his knowledge and experience.
Practicing an act can help you gain perfection in it and this holds true even for the small talk skills. So practice this
art and become a master in it as it can make you feel connected, happier and engaged with others.
Some safe and evergreen small talk topics could be:
What brings you here
The weather
Culture
Movies
Books
Headlines in the media

When you use small talk constructively alongside consciously-managed body language, you can make everyday life
easier and more success-oriented.
When we make a new acquaintance, we activate a structure of interests and communication.
Small talk also gives us space to see the potential in a conversation, and at the same time gives us the opportunity
either to accept or to decline a relationship.
The anatomy of conversation has three stages of communication, with small talk as the first stage.
At the small-talk stage you aim to create a good atmosphere for the person you want to make contact with. It is all
about being precise in your communication through your body language and your voice, and leading the potential
conversational partner to want to progress to the next stage.
If you reach the second stage, you are probably talking in professional terms or talking about a common reference
topic. Most people feel comfortable in this domain. You have found something in common, and you are committed
to a real conversation with substance.
The highest stage is intense and personal conversation. Here we talk to each other as good colleagues, friends, and
close family.

You should also keep in mind, that it is important for you to be able to take the initiative to generate small talk and
get a conversation going. But once talking is under way, it is even more important that you are able to keep silent
and listen. The best way to get your conversational partner to relax is to listen to him. People will often be very
happy and feel honored to have you demonstrate real interest in them.

Building Rapport
Establishing Bonds
Rapport is the ability to enter someone else's world, to make him feel that you understand him, that you have a
strong common bond. Motivational speaker Tony Robbins.
Have you ever known someone who has a knack for connecting with people? No matter who this person meets, he
or she manages to create a sense of trust and understanding within a matter of minutes.
We can intuitively believe that this is a natural gift either you can build rapport like this, or you can't. However,
this isn't correct: developing rapport is a skill that anyone can learn, and then use.
And it doesn't matter what industry you're in or what position you hold knowing how to build rapport can bring
you countless opportunities. After all, when you have rapport with someone, that person wants to help you succeed!
So what is rapport? And how you can learn the skills needed to build it? We'll examine all of this, and more, in this
article.
About Rapport
The Merriam-Webster dictionary defines rapport as "relation characterized by harmony, conformity, accord, or
affinity."
Put simply, you have rapport with someone when there is mutual liking and trust. Once you've established rapport
with a person, he or she is far more likely to be open with you and share information, buy your product, recommend
you to others, or support your ideas. And when someone has established rapport with you, you're likely to do the
same.
Why Build Rapport?
Building rapport is a skill that you can use anywhere.
For instance, you can use rapport to:
Create a positive connection with new or existing team members.
Build good relationships with clients or suppliers.
Break the ice with new colleagues or with your boss when you start a new job.
Get support for your ideas and proposals.
In short, establishing rapport with people can open doors, create opportunities, and lead to excellent relationships.
Tip:
Rapport is similar to trust, and you can often build trust and rapport simultaneously. However, building rapport
focuses more on establishing a bond or connection.
Building Honest Rapport
Clearly, you can build rapport honestly, or you can use it cynically.
Good team working, for example, depends on good relationships. Honest rapport-building is great for developing
these, and it benefits everyone.
However, if you're building rapport to sell someone something that they wouldn't otherwise want, or that will do
them harm, then this is cynical and manipulative. Watch out for this type of rapport-building you may encounter it
often!
How to Build Rapport
We'll now look at strategies and techniques that you can use to build rapport with others.
1. Find Common Ground
Think of how comfortable you might feel if, while living thousands of miles from where you grew up, you met
someone from your hometown. That sense of connectedness creates an instant rapport between two people!
When you meet someone new, do your best to find something you have in common. Use open-ended questions to
discover some personal information about the person: perhaps you attended the same school or university, have the
same favorite vacation spot, grew up in the same city, know the same people, or root for the same sports team.
Remember, any common ground can help establish rapport it can even help to have an interest in someone's life or
hobbies, or to share similar beliefs and values.
Tip:
It's important to be sincere here; don't make up an interest in something just to create rapport. Not only can this seem
desperate; it can dent your credibility!
2. Focus on Your Appearance
How you dress is a key component of making a great first impression and establishing rapport with someone.
Your appearance should help you connect with people; not create a barrier.
For instance, imagine you're a sales rep calling on a plant supervisor. You're dressed in a well-tailored, expensive
suit. Meanwhile, the supervisor has been working out on the floor all day; he's dressed in jeans, a worn flannel shirt,
and work boots. The difference in your appearance is likely to make him feel uncomfortable and perhaps even
slightly resentful.
A good rule of thumb is to dress just a little bit "better" than the people you're about to meet. Whenever possible,
find out about this in advance. If you arrive and see that you're overdressed, you can quickly "dress down" by taking
off your jacket or tie and by rolling up your shirtsleeves.
3. Be Empathic
Empathy is about understanding other people by seeing things from their perspective, and recognizing their
emotions. Once you achieve this, it's easier to get "on their level."
To be more empathic , develop your emotional intelligence so that you can understand others better. You can also
use Perceptual Positions a technique for seeing things from other people's perspectives.
4. Use Mirroring
Mirroring is when you adjust your own body language and spoken language so that you "reflect" that of the person
you're talking to.
For example, law enforcement professionals apply the mirroring technique when interviewing witnesses, especially
those who have been through a traumatic experience. They might mirror the victim's body language, and adjust the
volume and tone of their voice to match the victim's.
To use mirroring:
Carefully watch the person's body language , including gestures and posture. If the person is sitting down with both
hands folded, then copy the person's posture. As the person grows more comfortable with you, he or she may relax
and sit back: mirror this change in posture as well.
Mirror the other person's language. If he or she uses simple, direct words, then you should too. If the person speaks
in technical language, then match that style if appropriate. When you respond, you can also reiterate key words or
phrases that he or she used.
Copy the other person's speech patterns, such as vocal tone and volume. For instance, if he or she speaks softly and
slowly, then lower the volume and tempo of your voice. (Research by the U.S. Federal Bureau of Investigation
(FBI) suggests this is the most effective way to establish rapport. It's very subtle, but it makes the other person feel
comfortable and, most importantly, it makes them feel that they're being understood.)
Tip 1:
While mirroring is useful in building rapport, don't match every word and gesture. Also, do this on a subtle level
being too overt can be counterproductive.
Tip 2:
Clearly, mirroring can be a very difficult skill to master. Consider using role playing to practice it.
5. Don't Forget About the Basics
In developing rapport with others, you should also use the tried-and-true basics of good communication :
Shaking hands firmly (in cultures where this is acceptable).
Looking people in the eye.
Smiling.
Holding your head up and maintaining good posture.
Asking open-ended questions.
Being sincere.
Facing the other person instead of looking at your computer screen or mobile device.
These basic tenets form the foundation of great communication, and it's hard to establish good rapport without them.
Tip 1:
Although there will be times when you will need to build rapport with someone quickly, it's best done as part of a
longer-term relationship.
Tip 2:
It's important to use your best judgment when applying these techniques as we've already mentioned, using these
techniques incorrectly or dishonestly can actually stop you building rapport with people.
Re-establishing Rapport
Once rapport has been lost, rebuilding it takes time.
First, confront why you lost the rapport in the first place. Be humble and explain honestly and simply what
happened. If you need to apologize, do so.
Next, focus on ways of repairing any broken trust . Make an extra effort to put in extra work if you need to, and
keep your word. Transparency and showing a genuine concern for the other person's needs will go a long way in
rebuilding trust and reestablishing rapport.
Key Points
You build rapport when you develop mutual trust, friendship, and affinity with someone.
Building rapport can be incredibly beneficial to your career it opens doors and helps establish good relationships
with clients, colleagues, and team members.
To build rapport, use the following strategies.
Find common ground.
Focus on your appearance.
Be empathic.
Mirror the other person.
Don't forget about the basics.
Building rapport is best done in the long-term. But you can use these strategies to build it quickly, if you need to.
What is the public relations?
Public relations (PR) is the way organisations, companies and individuals communicate with the public and media.
A PR specialist communicates with the target audience directly or indirectly through media with an aim to create
and maintain a positive image and create a strong relationship with the audience.

What is in a press release?

A press release, news release, media release, press statement or video releaseis a written or recorded
communication directed at members of the news media for the purpose of announcing something ostensibly
newsworthy.

What are the activities of public relations?

Public relations (PR) is the practice of managing the spread of information between an individual or an
organization (such as a business, government agency, or a nonprofit organization) and the public.

What do you mean by publicity?

Publicity is gaining public visibility or awareness for a product, service or your company via the media. It is the
publicist that carries out publicity, while PR is the strategic management function that helps an organization
communicate, establish and maintain communication with the public.

PR Tools and Techniques

Creation and maintenance of a good public reputation is a complex and ongoing process. Without an effective PR, it
is very difficult to reach the attention of the target audience and much less to influence their opinion and decisions.
But when the relationship with the target group is finally established, it needs to be maintained in order to keep it on
a high level. The process works similar to the interpersonal relationships. When two people lose contact, they pretty
much disappear from each other lives no matter how close they used to be. And the same happens with the target
audience if the established relationship is not maintained.
Common PR Tools and Techniques
In order to build a relationship with the target audience and maintain it on a high level, PR specialists use a variety
of tools and techniques. Some of the most common ones include:
Attendance at public events. In order to attract public attention and keep it engaged with a particular organisation
or an individual, PR specialists take an advantage of every public event and the opportunity to speak publicly. This
enables them to directly reach the public attending the event and indirectly, a much larger audience.
Press releases. Information that is communicated as a part of the regular TV or/and radio programme, newspapers,
magazines and other types of mainstream media achieves a much bigger impact than advertisements. This is due to
the fact that most people consider such information more trustworthy and meaningful than paid adds. Press release is
therefore one of the oldest and most effective PR tools.
Newsletters. Sending newsletters relevant information about the organisation or/and its products/services -
directly to the target audience is also a common method to create and maintain a strong relationship with the public.
Newsletters are also a common marketing strategy but PR specialists use it to share news and general information
that may be of interest to the target a udience rather than merely promoting products/services.
Blogging. To reach the online audience, PR specialists use the digital forms of press releases and newsletters but
they also use a variety of other tools such as blogging and recently, microblogging. It allows them to create and
maintain a relationship with the target audience as well as establish a two-way communication.
Social media marketing. Like its name suggests, it is used primarily by the marketing industry. Social media
networks, however, are also utilised by a growing number of PR specialists to establish a direct communication with
the public, consumers, investors and other target groups.

What is Grapevine Communication? Types of Grapevine

What is Grapevine Communication or Informal communication. If communication is done without maintaining the
formalities prescribed by the organization, it is called informal communication. The basis of informal
communication is personal or informal relationship between the members of a group. It is also known as grapevine
that takes place when the people of an organization or group, especially of same level or rank gather or meet tighter
and discuss informally. It has no definite pattern or direction though it is largely horizontal in nature. It is a complex
web of oral information flow linking all the members of the organization. Definition of Grapevine Communication,
Meaning of Grapevine Communication, Types of Grapevine discussed below here-
What is Grapevine Communication
According to Bovee and Others, Grapevine is an informal interpersonal channel of information not officially
sanctioned by the organization.
In the opinion of R.W. Griffin, The grapevine is an informal communication network that can permeate an
organization.
Newstrom and K. Davis said, Grapevine is an informal system that arises spontaneously from the social interaction
of the organization. Business Communication
Patterns or Types of Grapevine
The grapevine does not have any definite pattern or direction, though it is largely horizontal in nature. It can be
effective horizontally, vertically and even diagonally. Prof. Keith Davis, who has done some research work on the
nature of grapevine, has classified it into four basic types-
Single Strand Chain: The single strand chain involves the passing of information through a line of persons to the
ultimate recipient. In the figure, the person A tells B, who tells C, who tells D, and so on, till the information has
reached most of the persons involved or concerned.

Gossip Chain: In the gossip chain, one person seeks and tells the information to everyone. This chain is just like the
wheel where one person stays at the centre and the information passes along the spokes of the wheel to others
stationed on the rim. In the following figure, A is at the center and passes the information to others staying on the
rim of the wheel.
Probability Chain: The probability chain is a random process in which someone transmits the information to others
in accordance with the laws of probability and then these others tell still others in a similar way. This chain may also
be called random process. The probability chain is shown below-

Cluster Chain: In the cluster chain, a person tells the information to the selected persons who may in turn relay
(pass) the information to other selected persons. Most of the information communication follows this chain. Cluster

chain is shown in the following figure- So we find four

major patterns of grapevine available in different organizations. They are not mutually exclusive rather than
inclusive.
So, grapevine is an informal, unofficial and personal communication channel or system that takes place within the
organization as a result of rumor and gossip. It is a complex web of oral information flow linking all the members of
the organization.
Advantage of grapevine or informal communication
The advantages of informal communication are given below:
Interpret: The information is given by the top level management under the formal system. It is easy for the
employees to take the explanation by informal system. So this system plays a vital role to complete the work
properly.
Present grievance: Under the informal system the employees disclose their needs, sentiment and their emotzions to
others authority without feeling any hesitation.
Alternate system: The management sometimes does not able to reach all information by formal system. Informal
system covers the gap or familiarity of formal system.
Improved relationship: Any problem between the workers and the management can be solved by informal system.
So it makes good relationships among the employees and the management.
Increase efficiency: Under the informal system, the employees discuss their problem openly and they can solve it.
For this, the work is done properly and it develops the efficiency of the employee.
Providing recommendation: In this system the employees inform their superior about their demands, problem and
the way to develop the implementation system of the work. As a result it creates an opportunity to send the
recommendation to their management.
Flexibility: Informal communication is more flexible than formal communication because it is free from all type of
formalities.
Rapid communication: Informal communication transmits very fast. Especiallymiss-information or rumor spread
rapidly to others in the organization.
Improve interpersonal relationship: Cooperation and coordination in informal communication leads to improve
interpersonal relationship which is very much essential to carry out the business activity smoothly.
Others: Improve labor management relationship. Free flow of information. Remove mental distance. Evaluation of
employees. Obtain immediate feedback. Reliving frustration. Increasing efficiency. Solution of problems and
helping decision-making. Enhance mutual trust etc.
Disadvantages of grapevine or informal communication
The disadvantages of informal communication are as follows:
Distort meaning: Something the meaning and the subject matter of the information is distorted in this system.
Spread rumor: In this system, the miss-information or rumor spread rapidly. The original information may be
transformed to wrong information.
Misunderstanding: Under this system, generally, the employees do not obey the formal authorization system. So it
creates the opportunity to develop misunderstanding.
Maintaining secrecy is impossible: In informal communication system maximum communication is made by open
discussion. So it is impossible to maintain the secrecy of the information.
Difficulty in controlling: Under informal communication system no established rules or policy is obeyed. So it is
very much difficult to control the information.
Non-cooperation: Informal communication system sometimes develops the adversary culture among the
employees. So they are not to be cooperative with each other and their efficiency may be reduced.
Others: Providing partial information. Not reliable. No documentary evidence. Damaging discipline. Contradicting
to formal information etc.

What is social communication and how is it best used in the workplace?

The ability to communicate in a professional manner is crucial in taking you a long way into your career and even
more crucial for having a well balanced personal life.
If you are wondering what social communication is, you have come to the right place. According to the The
American Speech-Language-Hearing Association (ASHA), social communication is "the synergistic emergence of
social interaction, social cognition, pragmatics (verbal and nonverbal), and receptive and expressive language
processing." In other (less complicated) words, Social communication refers to language that is used in social
situations. Easy right? Well, not exactly. Communication is a skill that everyone knows but not everyone has
mastered...especially when it comes to communication in the workplace. If you want to learn more about the
components of social communication click this link.
Before I get into the nitty gritty details, lets set the foundations. Now that you know the definition of social
communication, here is the definition of workplace communication. Workplace= a physical space that is tangible
and actually holds relationships, thoughts and goals. Communication= the activity of transmitting thoughts. This
type of communication involves listening, speaking, observing and the ability to comprehend meaning through the
verbal and nonverbal communication process. In summary, effective communication needs to have active
communication between everyone.
Great! You are now caught up on all of the definitions. Now, onto categories. From talking to your CEO, to texting a
co-worker LOL, here are the types of Communication happening at any given workplace:
1. Informal communication: According to this Linkedin Slideshow, informal communication is defined by
episodes of interaction that do not reflect officially designated channels of communication. Translation: Exchanging
information through unofficail channels. Example: Meeting a co-worker at the water cooler and discussing weekend
plans.
2. Formal Communication: Communication through officially designated channels of message flow between
organization positions. Translation: Exchanging information through official channels. Example: Reading a policy
manual or communicating through traditional hierarchical structures.
If you want to get even more detailed (and I know you do) here is a breakdown of 3 different types of formal
communication from SlideShare:
1. Vertical Communication
Upward:
Transmission of messages from lower to higher levels (commonly initiated by subordinates with their superiors).
Types of messages: performance on the job, job related problems, fellow employees and their problems,
subordinates perceptions of organization policies and practices, tasks and procedures.
Downward:
Flows from upper to lower (such as manager to employer or superior to subordinates).
Types of messages: job instructions, procedures and practices information and feedbacks.
2. Diagonal
Communication that cuts across both work areas (functions) and organizational levels.
3. Horizontal Communication
Flow of messages across functional areas at a given level of an organization (this permits people at same level to
communicate directly).
The flow of information between colleagues and peers
All this being said, it is clear that communication is an effective management tool. The importance of
communication in the workplace is often overlooked. Effective communication is a skill that everyone can develop.
Developing these skills will benefit you both inside and outside of work. If you need a little more help, here are 5
great ways to amp up those skills.
1. Pay Attention. In the words of the great Jennifer Hudson LISTENNNNNN. Dont interrupt and dont just
pretend to be paying attention. It's impossible to have effective communication if we don't give them our undivided
attention. Listening and paying attention involve analysis of body language. So pick up on little cues and be aware
of how people are conveying their thoughts not just through words.
2. Check your grammar. This one applies to written communication. Proofread everything. Nothing makes you
look as unprofessional as a bad typo.
3. Give Constructive Criticism. In any management position (and even noon-managerial positions at that) you
have to leave emotions at bay. Dont project negative emotions from one project or person onto another. This only
creates tension and bad results. When giving feedback, work to ensure your comments aren't biased or emotionally
charged.
By mastering workplace social communication strategies, you can ensure that you will become an important asset to
your company.
Social networking
Social networking is the practice of expanding the number of one's business and/or social contacts by making
connections through individuals, often through social media sites such as Facebook, Twitter, LinkedIn and Google+.
Based on the six degrees of separation concept (the idea that any two people on the planet could make contact
through a chain of no more than five intermediaries), social networking establishes interconnected online
communities (sometimes known as social graphs) that help people make contacts that would be good for them to
know, but that they would be unlikely to have met otherwise.
Depending on the social media platform, members may be able to contact any other member. In other cases,
members can contact anyone they have a connection to, and subsequently anyone that contact has a connection to,
and so on. Some services require members to have a preexisting connection to contact other members.
While social networking has gone on almost as long as societies themselves have existed, the unparalleled potential
of the Web to facilitate such connections has led to an exponential and ongoing expansion of that phenomenon. In
addition to social media platforms, the capacity for social interaction and collaboration is increasingly built into
business applications.
The Pros of Social Networking

1. Staying Connected
The main purpose of social media is to be able to stay connected to friends and families in todays fast paced and
ever changing worlds. You are able to rekindle old friendships, share family photos, and special events in your life
with just about everyone you know, at the same time.
2. Finding People With Common Interests
Social networking is also a great way to meet entirely new people. You can seek out groups that are focused towards
your special interests and hobbies and connect with local people that share the same interests. Online and social
media dating is almost more common than traditional dating is in todays world.
3. Invaluable Promotional Tool
Companies, artists, and musicians can reach an impossibly large and diverse amount of people using social media
sites. This allows them to promote and market themselves and their products in a way that has never been seen
before.
4. Information Spreads Incredibly Fast
Breaking news and other important information can spread like wildfire on social media sites. Important things like
recalls, storm information, or missing children are all communicated and taken seriously very quickly.
5. Helps To Catch And Convict Criminals
People often do not think of the consequences of what they post of these social sites. Pictures of themselves doing
illegal things, or even bragging posts about crimes they have committed are all things that law enforcement use to
persecute these criminals. They also use these sites to identify and solve existing cases.

The Cons of Social Networking

1. Perpetuates False And Unreliable Information

Just like stated above, anything can spread to millions of people within hours or days on social media. This also,
unfortunately, includes things that are false or made up. This information can cause panic and severe misinformation
in society.
2. Causing Major Relationship Problems
Online social interactions with social networking have not only been starting new relationships, but ending many
others. It is very simple to communicate and share pictures or plans with a person on social media and keep it
completely under wraps. This new temptation has been driving wedges into peoples real life, offline relationships,
often time ending them for good. Social networking puts trust to the limit.
3. Cyber Bullying Is A Growing Problem
Having access to peoples lives at all times is not always a good thing. A new trend of cyber bullying is wreaking
havoc all across the world. This is especially true with young kids. They are publicly harassing one another, and
posting mean or slanderous things which are broadcast-ed to the entire cyber world.
4. Used To Profile and Discriminate In The Job World
Just about everyone has a social media account the shows what they look like, the type of life that they live, and how
old they are. Employers are using this to their advantages is some very unsettling ways. Jobs that are looking for a
certain criteria of person, but cannot legally express these criteria, are using social media to prescreen their
applicants.
5. The Addiction Is Real
One of the biggest problems with the social media craze is that people are becoming more and more addicted to
using it. It is the number one time waster at work, in school, and at home. All of this has caused people to have
literal withdraws from their social networks. Crazy!
Important Facts About Social Networking
In 2013, a study showed that 79% of all adults in the United States had at least one social network profile.
2.1 billion people in the world have social media accounts.
 Mobile phones now make up 72% of internet traffic to these sites.
70 million photos and videos are uploaded to Instagram every single day, and that is a number that is steadily
rising.
Nearly 50% of all Twitter users have never sent a tweet.

Power dressing
Meaning
A stylish and expensive clothing style, intended to convey the impression of assertiveness and competence and
predominantly worn by women..
Origin
This term has been used since the late 1970s and reflected the clothing styles favoured in business and politics in the
US and UK throughout the 1980s. The style was heavily influenced by influential women who were in the news at
the time, for example, the cast of the television shows Dynasty and Dallas, the UK Prime Minister Margaret
Thatcher and the Princess of Wales. Men also had form of 'power dressing' too but this was less distinctive and
innovative and often manifested itself in little more than an unusually expensive business suit.
The term 'power dressing' is first recorded in the New York paper The Post-Standard, September 1979:
"The accent has shifted to glamour and power dressing for the city rather than the casual look of past seasons."

The style itself leaned towards a somewhat masculine shape and frequently included a tailored jacket, almost always
complete with shoulder pads. The clothes were often made from silk or other expensive materials and their high cost
emphasized the elite status of the women wearing them.
Why is it important to dress well at work
It is often said, Dont judge a book by its cover. On the flip side, if the cover is fantastic, the book is likely to not
only get desired attention but also appreciation it may deserve. Quite evidently, our appearance has a huge role to
play in the impressions we leave on people and the way we are perceived in everyday life professionally and
personally. So if clothes make such an impact, then why must something keep you from nailing it!
Observing people and seeing how they are different has always intrigued me. Ones appearance invariably becomes
the window through which the world looks at them. Interestingly, it may occasionally also become the deciding
factor for prospects at work. Aside, some of us definitely invest in perfection, including perfection in how we pull
ourselves together every morning. The idea is that if appearance has such a huge role to play in so many areas of
ones life, including boosting self-confidence, then why should it be so difficult to do?
When I talk about the importance of dressing well, I am not referring to the professional context only. It is
something that extends to all areas of your life since your clothes are a large part of who you are as a person. It not
only makes you feel good but can also largely influence your interaction/equation with people.
Here are few more compelling reasons that will help rest my case!
It lets you focus on important stuff
When you are dressed in well-fitted comfortable clothes that are truly meant for you, youre undistracted. This also
means that it keeps you focussed on getting the important stuff done.
It helps you break stereotypes
Its been proven by research that a whopping 65 per cent of working women feel that their subordinates do not take
them seriously in a corporate set up. Although power dressing may not change this scenario overnight, it is definitely
a small but sincere start!
You feel the way you dress
Your clothes not only add to your presentation, but also contribute to your behaviour therefore defining your body
language. When you look confident and approachable, you become more confident and approachable. Various
studies including one by Joy V. Peluchette and Katherine Karl on The impact of workplace attire on employee self-
perceptions show that Respondents felt most authoritative, trustworthy, and competent when wearing formal
business attire.
You never know who you may run into
On a lighter note, imagine yourself dressed shabbily at work only to run into an ex-flame or a freshly recruited
Greek god. It may not only ruin your chances of getting noticed but may also put a permanent end to things before
they start. Now who couldve thought being underdressed could cost one so much?
Finally, first impressions matter!
Visual associations subconsciously go a long way and we have very little control over it. When you dress well, you
are simply using this subliminal power of association to your advantage. In this fast-paced world, youre given
precious little seconds to make an impression. Thirty seconds to be precise, if various studies are to be believed.
When you meet someone for the first time, the impression they carry of you lasts a while, so why not leave a mark?
Having listed so many logical reasons to dress well, the one factor that personally overrides all others is that
priceless high you get out of just looking good. So ladies, pepper up your style a bit and get that magic going
already!

Table Manners and Fine Dining Etiquette

Do you dread the thought of visiting a fine restaurant because your table etiquette is a little rusty? If so, these simple
tips will help you to avoid the most embarrassing fine dining faux pas.
Do: Work From the Outside When Selecting Cutlery
Tables are set with forks on the left hand side and knives and spoons on the right. Usually, the cutlery furthest away
from the plate is intended for the first course. If you have any doubts, wait for the host to start eating and follow
their lead.
Dont: Use Your Fork Like a Scoop
When eating, point the tines of your fork down towards the plate. Use your knife to squash food onto the tip of the
fork. Do not use your fork like a scoop.
Do: Eat Soup by Drinking it from the Edge of the Spoon
Scoop soup onto your spoon by starting at the centre of the bowl and moving the spoon away from you. Bring the
spoon to your mouth and drink the soup from the edge of the spoon. Dont put the spoon into your mouth, and dont
slurp.
Dont: Pick Up Cutlery if you Drop it on the Floor
If you accidentally drop a knife or fork on the floor, leave it. The server will replace it for you.
Do: Use Your Pudding Spoon like a Knife
Hold your pudding spoon with the bowl of the spoon facing inwards, and treat it like a knife. Use the pudding fork
to push small portions of the pudding onto the spoon.
Dont: Confuse Pudding with Dessert
Some restaurants serve both a pudding and a dessert. The pudding is the sweet course, while dessert is typically fruit
or a cheese selection.
Do: Ask your Hostess to Excuse You if You Need to Leave the Table
After being excused by the hostess, place your napkin on your seat, so that the server knows you plan to return.
Dont: Tuck Your Napkin in to Your Shirt
While tucking your napkin into the front of your dress or shirt was considered normal behaviour in ancient times, it
is now considered vulgar. You should unfold your napkin and put it on your knees. Use your napkin to dab your
mouth only dont wipe your mouth with it.
Do: Remain Seated if Someone Proposes a Toast in Your Honour
If you are toasting someone else, you should stand. If the toast is in your honour, remain seated. When toasting, raise
a glass in the direction of the other guests, but do not touch glasses with them.
Dont: Tap Your Glass to Draw Attention Before Proposing a Toast
Tapping the side of your glass with a knife or spoon to attract attention may damage the glassware. If you want to
propose a toast, do so by clearing your throat.
Do: Check the Dress Code in Advance
Find out the dress code before you go out, and follow it. If youre not sure how to dress, err on the side of too
formal. Its easy to scale an outfit down by removing your tie or loosening your collar. Its not so easy to make a
casual outfit look more formal.
Dont: Pull Out Your Phone During a Formal Dinner
Keep your wallet or purse off the table, and dont pull out your phone during dinner. Turn off the ringer, and leave
the phone until after the meal has concluded. Using your phone is rude to your dinner companions and the staff of
the restaurant.

Office Party Etiquette

Office Party Etiquette is about how to conduct yourself at office or workplace social gatherings such as parties,
luncheons, dinners, cocktail parties and the like.
View your office party as an opportunity to improve relationships with co-workers and management.
You will create a good impression by showing respect and courtesy to everyone
Always attend. It is disrespectful and shows indifference if you do not
Dress suitably for the occasion. No sloppy dress please
Be on time for the office party
Turn your cell phone off.
Cell phones no longer impress anyone and their intrusion is a source of annoyance, so never use them beside or
within earshot of other guests.
Be aware that despite the social occasion, you are being observed by your employer (employees if you are the
employer) and co-workers, so conduct yourself with dignity and respect
Make room to include anyone who approaches to join the gathering
Introduce yourself to new arrivals to make them feel welcome
Introduce them to others in the group if they appear to not know them
Tactfully assist an intoxicated co-worker to switch to something non-intoxicating if they are clearly showing signs
of embarrassing themselves before the boss or others
At the Table
Office party etiquette does not mean getting hung-up on table etiquette
The important points to remember at the table are to not wolf down your food, eat or drink to excess, slurp, chomp
or burp at the table
Cutlery is used from the outside in
Your glass is the one on your right
Your side plate is the one on your left
If the table is not too congested whats yours will be obvious otherwise observe the above
Do not reach past anybody.
Ask for what you want to be passed to you
Look for opportunities to attend to those on either side of you
Try not to be the first to leave the table
Do not leave the table without excusing yourself to the host or hostess
Better still wait for your host to rise from the table first

Business travel etiquette

Here are his tips to travelling smart.
Make your connections
Even if its something small such as learning a bit of the language or a local greeting, making an effort is part of
being professional.
Pay enough attention to the destination to be able to make some genuine observations about the airport, the local
architecture, or that old British favourite, the weather.
Leave the whingeing at home
Complaining can be a British habit. Even if people from African, Asian or Arabic cultures think that their own
infrastructure or bureaucracy makes life difficult, they wont appreciate your bringing attention to the fact.
A laughing matter: professionalism should start the moment you leave home
Adapt to local customs sensibly
In Mediterranean countries and many developing economies, they have a more flexible attitude to time than in the
UK.
A 9am meeting might not actually start until 20 or 30 minutes past the hour. But if youre a Brit, they will expect
you to turn up on time thats our reputation. If you end up arriving later than your client and your host, youll look
seriously unprofessional.
Even if you have an assistant, check the logistics yourself. And then check them again
Assumptions are the mother of all mess-ups, so just because you can get a taxi to or from the airport in Dubai at any
time of the day or night, doesnt mean that the same is true in other cities in Gulf states. Its a lot more difficult in
Qatar, for example.
Ask yourself what your hotel says about you
The one thing that you can guarantee will come up in small talk is the hotel that youre staying in.
Staying in the equivalent of Claridges might make one client think that youre a serious outfit. Another might think
its evidence that youre overcharging.
Dont force the talk
If youre travelling with a client, its good manners to say hello and chat in the departure lounge. But try to judge the
vibe, and dont feel as though you have to book seats together, or continue talking once youre on board.
Being on a flight is one of the last bastions of personal time, so theyll be looking forward to catching up on work or
burying themselves in a good book as much as you are.
Really, dont
Even if youre not travelling with a client, the nature of business today means that its not unusual for several
different parties to be making their way to the same meeting on the same flight.
And its not unheard of for someone who has been airing their full and frank views about a particular company or
person to realise that the person sitting next to them at the meeting was comfortably within earshot, a few seats
away.
Its important to remember, when flying for work, that the professionalism should start the moment you leave home,
not just when you arrive at your meeting.
Get things wrong, and there could be trouble when you do get back to the office. Get them right, though, and you
could find yourself doing some of your best work on the way to your appointments, as you enjoy all of the benefits
of flying for business.

Business Etiquette: How to Make a Correct Greeting

We all want to be treated with respect, and it starts with the very first greeting. The following are the guidelines to
greeting someone the appropriate way.
Meeting Someone For The First Time:
Stand when someone new comes into the room (whether you are a man or woman).
Do make eye contact and smile!
Offer your right hand out-stretched with palm facing left to shake hands.
Your grip should be firm, but not a bone crusher.
A handshake should last as long as it takes you and the other person to say your names.
Introduce yourself by making direct eye contact and saying your first and last name.
If you didnt catch their name the first time, ask them politely to repeat it.
At the end of the meeting, shake hands again and say how nice it was to meet them. Use their first name.
Follow up if you promised to send them something, call them, or anything else. Follow up is a key to success!
Introducing Someone Else:
Generally, you introduce the younger to the older; the junior executive to the senior executive; and a colleague to a
client.
If you have forgotten someones name, politely tell them you have forgotten their name and they will repeat it for
you.
Always try to include a fact about each person in your introduction.
For example:
Julie Baley, I would like to introduce you to Dan Green, our new Vice President. Dan (or Mr. Green), this is Ms.
Baley, our new client who owns ABC Event Company. Julie (or Ms. Baley) just received the top Event Planner
Award and Dan (or Mr. Green) received that award five years ago.
Always use a formal title such as Doctor or Judge if possible.
Try to refrain from using nicknames unless you feel the person would prefer it.
Always make sure to speak slowly and clearly so you can be heard and understood correctly.
One Last Thing:
Remember, people love it when you know and use their names. It is important to do your best to always remember
and pronounce names correctly. There are several tips and techniques available to you if you have problems
remembering names. Consider it an investment in your etiquette tool box.

How to Write a Thank-you Note

Etiquette
Thank-you notes are an important and timeless aspect of business and social etiquette. Theyre a gesture of your
gratitude and respect. They should be sent to anyone who gives you a gift, hosts a party, has entertained you for
dinner or overnight, or went the extra mile for you (I.e., your cat sitter also shoveled your driveway while you were
gone!). And after a job interview, sending a thank-you note is a professional gesture that shows good etiquette.
Yes, you can send your thanks via email, or perhaps you thanked the giver in person, but theres nothing that makes
you stand out moreand makes the recipient remember you wellthan a handwritten thank-you note.
January is National Thank You Month. So, here are a few etiquette tips on how to write a perfect thank-you note and
when to send it.
Swift thanks is sweet thanks. Send the note within 24 hours if possible, or no later than 2-3 days after the event or
receipt of the gift. An interview thank-you note should be sent the same day or next day.
Always start the note with a greeting such as Dear Aunt Helen or Hello, Bill. Using a greeting is more personal
than just starting right into the body of the note. Use formal titles and forms of address such as Mr. or Ms. for an
interview thank-you note.
Thank you notes are short notes. Express your appreciation in 4-5 lines. Mention the specific event or item and
how you plan to use it. For example: Bill and I love the framed picture you took of us in front of the Eiffel Tower.
It brings back such fond memories of our Paris trip with you. Or, You made our holidays so special by inviting us
to be with your family this year. You made us feel so welcome and at home. We especially enjoyed playing board
games in front of the fireplace. Or, Thank you for your generous gift of money. We plan to use it for our new sofa
and cant wait for you to visit and see it!
Have a final short separate paragraph before the closing. For example, Again, we appreciate your kindness and
thoughtfulness.
For the sign off or closing, use what fits your relationship with the recipient. Examples: Love, Warmly,
Sincerely, Appreciatively. For the business thank-you note, use Sincerely, Warm regards, Kind regards, etc.
Use a real stamp, not a postage meter. A thank-you note is personal, so keep it personal by choosing postage
stamps that reflect your interest or season of the year. And, address the envelope by hand in your best penmanship.
Teach children the art of the thank-you note. Even pre-schoolers can send thank-you notes with the help of an
adult. Purchase fill-in-the-blank thank-you notes which make the task easy and fun. As a child grows older, he or she
can dictate to the parent what to write, and eventually write their own note.
In todays fast-paced, microwave world, a hand-written thank-you note will elevate you and will always put a smile
on someones face.

The Importance of Learning Business Telephone Etiquette

One of the basics in a business is learning proper business telephone etiquette. Telephone calls are part of everyday
work. It is a necessary tool, which in most business is the first point of contact with customers. It can either make or
break a business transaction. Telephone etiquette is also one way of improving communication skills.
First Impression
As the saying goes, first impressions last; most business transactions start with a telephone call, and how the
conversation goes often gives the customer an overall impression of the business. Thus, learning proper business
telephone etiquette is important because a call can either make or break a potential future business client.
With this in mind, you should be prepared before taking a business telephone call but at the same time should not let
the caller wait longer. The rule of thumb is to place a customer on hold for no longer than two minutes. If there's a
need to put them on hold for more than two minutes, you should go back to the customer.
Calls should be answered after the second or third ring. You should have a standard greeting to be used. Most of all,
modulate your voice because this is an important aspect as to how the call will turn out.
Basic Customer Service
Learning business telephone etiquette is essential because it is considered a basic customer service. Established and
repeat clients usually make calls more often with the business to follow up because they are already familiar with the
business environment. If telephone etiquette is applied, customers will not only come back for you services but can
be third party advertisers for your business; they can recommend a business through word of mouth not just for the
products offered, but because of the excellent customer service.
You should take note that the person on the other line may not see the facial expression used when taking a business
call, but the tone of voice can determine the facial expression. In a telephone call, it is essential to listen and speak to
the person on the other line, in a proper and prepared manner. Always respect the person on the other end of the line.
Enhancement of Communication Skills
Speaking can develop one's communication skills. Those who often speak can master the art of talking. You can
even practice proper grammar through telephone conversations. Telephone conversations are not just for the benefit
of the party calling but for you as well, as a business owner. It is recommended that when you answer a call you
should always be positive, not just in tone of voice but in your overall personality.
By knowing the importance of learning the proper business telephone etiquette, you should keep in mind that
telephone calls should not be taken carelessly but always with great care and attention.
10 "Do's & Don'ts" of Telephone Etiquette
"Do" Speak Clearly
Make sure that all your words are clear when you speak to the caller. Enunciate your words while slightly smiling.
Speak slowly; the person on the other end of the phone conversation needs to understand you.
"Do" Greet Customers Appropriately
When you answer the phone, greet the customer according to the time of day (e.g., "good morning," "good
afternoon," "good evening"). Thank the customer for calling in your initial greeting -- this invites the customer to
feel comfortable voicing a complaint or asking a question.
"Do" Ask How You Can Help
Ask the customer how you can be of service when greeting them. After listening to the customer's reason for calling
-- and you can't be of assistance -- attempt to transfer the consumer to the appropriate department.
"Do" Listen to the Caller's Request
Listen carefully to the caller's request. Ask the customer applicable questions to determine how you can help. Don't
interrupt when the caller is speaking.
"Do" Ask to Place the Caller on Hold
Before you place a caller on hold, ask permission first. Once you've pressed the hold button, quickly work to address
the customer's problem as quickly as possible.
"Don't" Talk with Your Mouth Full
Don't pick up the phone with your mouth full. This makes it difficult for the caller to understand you -- and is
frustrating-- especially if the call is urgent. Answering the phone at work while eating gives an unprofessional
impression.
"Don't" Speak too Loudly or Softly
Answer the phone in the volume that you normally speak. Speaking softly will make it challenging for the caller to
understand what you're saying. Talking softly may confuse the caller, unsure that he has dialed the right number.
Answering the phone too loudly sounds harsh and abrasive, which is an unappealing to the caller.
"Don't" Leave the Caller on Hold
If you have to place the caller on hold, don't leave the person calling on hold for a long period of time. Check back
every few seconds to keep the caller informed on your progress.
"Don't" use Slang Words
Using slang or shortened words during phone conversation is inappropriate and unprofessional. For instance, if you
have to check on something for the customer, say "just a moment," not "hold on a sec".
'Don't' Answer the Phone Casually
At home, answer the phone with "(family last name) residence"; greet the caller according to the time of day. Instead
of simply saying "hello" when answering a business phone, state the name of the business or state the company's
slogan immediately.
Salutations in Letters and Email
Rules for Business Letters
The standard way to open a business letter is with Dear, the person's name (with or without a title), and a colon, like
this:
Dear Louise: Dear Ms. Chu: Dear Mr. and Dr. Paige: Dear Professor Amato: Dear Patrick:
(For more discussion of Dear, see my post "Do I Have to Call You Dear?")
The standard way to open a social business letter is with Dear, the person's name (with or without a title), and a
comma, like this:
Dear Nigel, Dear Dr. Tarabi, Dear Reverend Jans,
A social business letter is social or personal rather than business-focused; for example, letters of condolence,
personal congratulations (for weddings, births, promotions, and other celebrations), and thank yous.
If you don't know the reader well or if the letter or the relationship is formal, use a title and a last name (Dear Ms.
Browne). Otherwise, use the first name (Dear Gila).
Unless you are certain that a woman prefers Miss or Mrs., use the title Ms.
If you are writing to two people, use both names in your salutation, like this:
Dear Mr. Trujillo and Ms. Donne: Dear Alex and Drenda,
Never spell out the titles Mr., Ms., Mrs., and Dr. Do spell out these titles and similar ones:
Professor, Dean, Sister, Rabbi, Imam, Senator, Governor, Captain, Admiral, Judge
If you don't know a person's gender, use the full name rather than a title:
Dear Dana Simms: Dear T.K. Spinazola:
If you don't know a person's name or gender, avoid "To whom it may concern." Instead, use the job title or a generic
greeting:
Dear Recruiter: Dear Claims Adjustor: Dear Sir or Madam:
If you are writing to a company rather than any specific individual, use the company name:
Dear Syntax Training: (This is considered slightly informal.)
For a simplified business letter, do not use a salutation. Instead use a subject in all capital letters, followed by the
body of the letter.

Rules for Email

For formal email (that is, email used as a business letter), follow rules 1-7 above. Otherwise, use less formality with
greetings like these:
Dear Han, Hi Eva, Hello Kwasi, Hi all, Good morning, Ann,
If you use only the reader's name without a greeting, be sure to open with a positive sentence so your message does
not come across as cold:
Sue,
Thanks for your help with the order.

Brooke:
I'm happy to provide the information you requested.

For informal messages, you may also insert the greeting on the same line as the opening sentence, like this:
Hello, David. I hope you had a great vacation.
Good morning, Wanda. I am following up on this morning's meeting.
Or just use the person's name in the opening sentence, like this:
Yiota, you were right about the prices.

Cubicle Manners: Common Courtesy Goes a Long Way

Working in cubicle-style offices is almost like living in a neighborhood. Employees in adjoining cubes can chat and
work together to achieve common goals or, in some cases, drive their neighbors mad.
"Bottom line, common courtesy and respect will go a long way in ensuring a peaceful coexistence with your fellow
residents of cubicle-land," Sarikas told Business News Daily.
As the leader of your department or team, do not be afraid to set rules and stop the chitchat.
"Work is not social hour, and while teamwork is wonderful, there is a line that gets crossed when personal lives spill
too much into work and become a distraction," said Becca Garvin, executive HR recruiter at Find Great People
International. "Having a solid team does not mean having a team of best friends. More often than not, the [best
friend] dynamic ends up harming a team at some point in the long run [due to drama]."
Those conversations can be very distracting to employees working inside their cubicles, Sarikas said.
"[They] have implications for confidentiality, but can also be disruptive to those trying to get some work done,"
Sarikas said. "Be mindful of the potential for disruption, and step to a convenient conference room or to a general
corridor away from the cubicles."
Watch your volume
In the same vein as speaking too much, speaking too loudly is equally as rude.
Since cubicles are not soundproof, workers must be conscious of the volume of their voices, whether they are
speaking to someone in their cubicle or on the phone, Sarikas said.
"You do not want to share your conversation with the entire row of cubicles, and you don't want to disrupt their
work," she said. "You also don't want to be distracted by their conversations and calls."
Set "appointments"
It's nice to be close to teammates when you need to speak to them quickly about a project or when you have a
question. However, it might not be the best move to barge into their workstation and hover over them as you have a
lengthy chat.
When visiting a peer's cubicle, it's important to tell the person in one or two sentences what you would like to talk
about, Ann Marie Sabath, founder of At Ease Inc. and author of Business Etiquette: 101 Ways to Conduct Business
With Charm and Savvy said.
"Then ask the person if he or she has the amount of time you need to discuss it," Sabath said. "For example, you
could ask, 'I have a few questions about XYZ project. Do you have 10 minutes to discuss it?'"
"Sometimes it is acceptable just to pop over to someone's workstation two cubes down, but often it is appreciated if
a heads up is given or an appointment is made," Garvin added.
Promote team bonding
Unlike open offices, cubicle-style layouts can sometimes make workers feel isolated and, quite literally, boxed in.
Garvin suggested holding regular team meetings and occasional "bonding" events to get people out of their cubes
and into a collaborative environment.
"The trick here is encouraging and fostering [collaboration]," she said. "Teamwork is supposed to boost work and
productivity, not take away from it."
Top Ten Tips on Business Card Etiquette
Business cards are the staple of business success. Nevertheless, I am constantly amazed by how few professionals
pay attention to the etiquette of exchanging cards. These are the very same people who seek information about the
rules of networking, making positive first impressions and dressing for success. You can work the crowd with ease,
offer an impressive handshake and dress with finesse, but if you dont know the fine points of giving and receiving
business cards, all the rest can be a waste of time and effort.
Here are ten basic rules to follow for the profitable and productive exchange of business cards.
Never leave your home or office without your cards and plenty of them. There is nothing more unprofessional than
the business person who has to say, Oh, Im sorry. I just gave out my last card. or Im sorry. I didnt bring any
with me.
Keep your cards in a business card case or in something that protects them from wear and tear. A crumpled business
card makes a poor first impression.
Know where your business cards are at all times. The person who has to go through every jacket and pants pocket
or every nook and cranny of a briefcase to find those business cards loses credibility immediately.
Hand them out with discretion. Those people who believe in doling them out in multiples of 12 send a message that
their cards arent worth much.
Give and receive cards with your right handthe hand of discretion. This can make a big difference when doing
business internationally.
Give the card so the person who is receiving it can read it without having to turn it around.
Always make a comment about a card when you receive it. Note the logo, the business name or some other piece of
information. This places value on the card.
Keep your business cards up to date. When any of your contact information changes; run, dont walk, to your
nearest printer for new cards. It is substandard business etiquette to hand out cards on which you have crossed off an
old phone number and written in the new one.
Dont write notes to yourself on someone elses business card during the exchange unless they appear relevant. For
example, if someone asks me to send a copy of my book, Manners That Sell, it makes perfect sense to write Send
book on the back of that card. However, that would not be the time to write good lead to ABC organization on
the card. I do that later and out of sight.
Avoid appearing aggressive with business cards. Wait to be asked for yours. If that isnt happening, ask the other
person for a card. Reciprocity generally follows.
Knowing the rules of business card etiquette is just one more way to add the polish that builds profits.