Business and Technology Study Guide

Business and Technology Study Guide Important Vocabulary: ● Cloud storage- A model of computer data storage; functions as a personal, internal hard drive. Automatically saves/updates devices or projects to ‘the cloud.’ ● Communication- The transferal of information from one person or group to another. ● Cover letter- A document --which usually accompanies a résumé or job application-- that outlines an applicant's credentials and further emphasizes/explains their interest in the position. ● Digital Portfolio- A collection of an individual’s work, history, experience, and skills organized all stored in a single electronic file. ● Employability Skills- An umbrella term used to refer to a set of skills/traits that are desirable and sought after by employers. These transferable skills are generally needed by an individual to make them “employable.” ● Ethics- Moral standards of conduct that govern an individual’s behavior as well as what is perceived as “good” or “bad.” ● Etiquette- The formal, established rules and manners that are followed in a professional/workplace setting. ● FBLA- Organization whose acronym stands for “Future Business Leaders of America.” Their mission is to “inspire and prepare students to become community-minded business leaders in a global society through relevant career preparation and leadership experiences.” ● Netiquette- Term used to refer to the general, acceptable social behavior for online users. ● Networking- Developing and utilizing connections made through business and communication to obtain a job (interview, etc.) ● Research paper- In-depth explanation/argument of a chosen topic. Includes information from various sources as well as your own knowledge and opinions. ● Résumé- A brief record of an individual’s background, skills, accomplishments, and experience. ● Spreadsheet- Electronic document in which inputted information/data is arranged in columns and rows. ● Thesis Statement- A statement that usually appears at the end of the introductory paragraph. It offers a brief introduction to the topic of the essay. ● Works Citation- A list, usually included at the end of a paper, which displays all the sources that were used. What are Employability Skills and Why Are They Important? When scouring through potential job candidates, most employers are searching for people with certain skills and capabilities. These skills are known as employability skills, and as suggested by their name -- possessing these qualities are more likely to get you hired or “employed.” While different skills may not be as applicable to different jobs, they all still play an important role in refining your performance skills in the workplace. It may not be mentioned or stated directly on a job description, but these skills can also make you more attractive to prospective employers. This is especially true if the employability skills you possess are notably useful for the position. These capabilities could also contribute to career success through promotions or easier work management. Examples of Employability Skills: - Organization and planning While it may be overlooked at times, the importance of organization and planning should not be overlooked. Whether it’s sorting out papers, writing down your assignments in a planner, organizing an event, or even just keeping your desk tidy, these minor tasks will allow for more productivity. Additionally, being proactive can decrease your workload, reduce stress, and maybe even get you that promotion. An important part of being an employee is prioritizing your duties and creating a schedule that works for you to make sure all your work is done on time and with high quality.. - Self-management Self-management is quite possibly one of the chief employability skills. As an employee, you MUST be able to take responsibility for your actions and perform your job efficiently without someone having to supervise you. Good self-management can be anything ranging from creating a to-do-list for your tasks to completing all work before engaging in leisure activities. This trait also allows for productivity, helps you save time, and makes your job easier in the long run. Acquiring self-management skills means managing your commitments and time, giving precedence to self-motivation, and taking accountability for and learning from your actions. - Initiative Possessing competence in initiative is a major advantage to job candidates, and more importantly, it is not something that you can just learn overnight. Initiative means taking charge in situations without being asked, recognizing and assessing problems, and preparing for various circumstances through preemptive action. While it may seem obvious or frivolous, completing tasks without being asked is something that’s highly valued by employers. Networking and Job Resources Oddly enough, finding a job can sometimes be more laborious than the job itself. Fortunately, there are now more resources available than ever to assist you in locating and landing a job. Networking: Networking is a classic, effective way to discover new job opportunities and develop beneficial contacts. It’s also one of the best resources for career growth and expansion. Utilizing networks can award you mentoring, additional training, job leads, referrals, advice on professional improvement, and even insight into jobs you’re interested in. Where Can I Network? Potential contacts are all around you. Examples of such include coworkers, clients, family members, professors, and essentially anyone that could potentially offer you professional guidance or assistance. However, it’s important to note that these opportunities won’t just come to you. In order to create or preserve a beneficial network, you must seek out these opportunities and further expand your reach. Additionally, while it may seem obvious, when looking for potential contacts make sure you’re looking in the right places. For example, if you’re interested in working in a new field, consult with family, friends, or colleagues that have experience in that field. Whereas, if you’re unsure what department you want to pursue (or you’re interested in multiple ones), connect with those who are employed or have experience in a variety of positions. Maintaining Contacts Let’s be honest, your old pal from high school, who you haven’t spoken to in years, will most likely not be interested in recommending you to their employer. The same can be said for anyone in your network that you’ve neglected to maintain communication with. Hence, fostering and preserving your connections is crucial to effective networking. Just by occasionally sending a short email to those in your network, you’re constructively maintaining your relationship with these contacts who may be able to provide you with helpful information in the future. Networking and Job Resources (continued) Reciprocity Networking is not a one-sided process; it’s a give-and-take kind of deal. Consequently, it’s important to keep track of what each of your contacts has to offer you (or has assisted you with). And on the flip side, you must also remain aware of what you have to offer as a contact. Ergo, be sure to broadcast your capabilities and potentialities. By obtaining these connections, you’re opening up a window to new opportunities that you might not have been able to discover on your own. With the right approach, dedication, and patience, you can almost guarantee your chances of securing interviews, meetings, and other valuable advantages. Job Resources: Embarking on the job-searching journey can be tiring and enfeebling. It takes time, effort, and most of all, persistence. However, thanks to advancements in technology, it’s now easier than ever to discover more career opportunities. - Job Search Engines In today’s world, technology has become increasingly prevalent in communication, influence, reach, and virtually all global activities. The career world is no exception. Job search websites can instantly provide you with a list of hundreds of potential jobs for any position you desire. Examples of these websites include Indeed, LinkedIn, Snagajob, Glassdoor, and Monster. Furthermore, these search engines don’t just assist in finding jobs. They can also send you job alerts, provide you with insight on jobs you’re interested in -- including data on average salaries or employee reviews -- and give you a greater range to scour. - Local Job Boards and Career Fairs Regardless of where you live, your community has an online presence (or just a presence in general). It can be beneficial to check local newspapers, magazines, blogs, or community job boards to discover job openings. Additionally, you can search for the name of your town or region on the web and look for career-related resources. - Company Websites Company websites are a great way to discover job openings. Most businesses even have a page on their website dedicated to listing the jobs they offer. If you have a specific position in mind, try searching the website for it and see if any results pop up. On the contrary, if you’re unsure of what position to pursue (or you’re interested in multiple ones), search by department or apply a broader term. Furthermore, you could also contact the company directly for any questions or just for more in-depth insights. Networking and Job Resources (continued) - Department of Labor Office Local government offices can prove to be beneficial in the job search process. They can help you find a job, discover training opportunities, and can provide you with numerous other resources. Regardless of your experiences or status, they’ll lay out your options and help make the process a bit simpler. - Professional Friends/Co-Workers Finding a job could be as easy as making one phone call to a coworker. Reach out to your connections and mention that you’re on the market for a new job. They may just know of companies who are currently hiring. And even if they don’t know of any open positions, they still may be willing to connect you with others in their network. Thus, you’ll have extended your network as well as put your name out there for employers to see. Résumés, Job Applications, and Cover Letters When it comes to the application process, your résumé could serve as a first impression. The overall goal of a résumé is to thoroughly, yet briefly, display your skills, experience, and character to the employers you are reaching out to. Additionally, the contents of your résumé will help employers decide if you’re a good fit for the position you’re applying for. Although no two résumés are alike, there are a few key components every résumé should have. - Name and Contact Information One of the most basic components of a résumé is your name and contact information. This includes your name, email address, and phone number. However, the information you are required to provide may vary depending on what job you’re applying for. (I.e you may also be required to submit a portfolio). Résumés, Job Applications, and Cover Letters (continued) - Education The education section is a great place to share your academic achievements. However, it’s important to note that this can vary from person-to-person. This section may also be more relevant to those whose position requires a certain degree or level of experience. You may include (or be required to include) information such as the name of your school, location of your school, graduation year (if applicable), Grade Point Average (GPA), field of study, or any other relevant academic achievements or activities. It’s also important to note that you may only want to list educational experiences that are relevant to the position you’re applying for. As stated before, the level of your experience will vary depending on what stage you’re in. (I.e high school, college, etc.) For example, if you’re applying for a position at an electrical company your section may look like this: - Experience This section allows you to showcase all the valuable work experience you may have that will show that you are qualified for the position you’re applying for. You can even list work experience that dates back as far as fifteen years -- just as long as it’s relevant to the position you’re applying for (ex. If you’re applying for a position as an English teacher, you can exclude your experience as a cashier at McDonald’s). In addition to listing your previous jobs, you should also include the name of the employer, how many years you were employed, your job title, and perhaps a few bullet points which state your most relevant accomplishments. Résumés, Job Applications, and Cover Letters (continued) Conversely, if you have little to no experience, it’s acceptable to list any employment you’ve had (regardless of whether or not it relates to the position). Prospective employers still may be able to get a feel of what skills you possess (i.e soft skills you may have attained, which are transferable to any job or industry). In addition, you could also list clubs or volunteer organizations you’ve been a part of. Essentially, this section doesn’t only serve to showcase your experience. It’s also a way for employers to gauge your work ethic and character. In any case, employers are searching for what you’ve achieved rather than the number of tasks you’ve done. - Skills This is the section to list your relevant hard, soft, or technical skills. For example, if you’re applying to a marketing company, it’d be wise to list your IT, analytic, and communication skills as opposed to your ability to play the clarinet. In addition, you can get an idea of what particular skills the employer is looking for by reading the job description. (Note down key words from the description that match skills you possess and include them in your résumé.) Here’s an example of what your skills section may look like: Technical skills: Website development, Graphic design and development, Content development, Behavioral analytics Additional skills: Organization, Effective communicator, Strategic planning, and Outbound calling Résumés, Job Applications, and Cover Letters (continued) - Volunteer Work/Additional Accomplishments Lastly, one of the final key sections you should consider including in your résumé is a shortlist of any relevant volunteer work or additional accomplishments. When considering which experiences to put on your résumé, shoot for those that are relevant to the position you’re applying for or those that can display your character to the prospective employer. And if you’re still not quite sure what information is a good fit for this section, re-read the job description for the position. Cover Letter More than likely, if you’ve applied to a job or have taken a Business and Tech class, then you’re probably familiar with the term ‘cover letter.’ A cover letter is a document -- which usually accompanies a résumé or job application -- that outlines an applicant's credentials and further emphasizes their interest in the position. Although it’s brief, a cover letter plays a critical role in the job application process. Therefore, it’s a good idea to devote some time and effort to writing your cover letter. Generally speaking, a cover letter should provide additional information on why you’re qualified for the position. However, do NOT just repeat what’s on your résumé — rather, opt to include specific information that exemplifies why you’re a strong match for the job. A good cover letter can mean the difference between you or another candidate getting the interview. Thus, even if you’re not required to submit one, consider including one anyway. Besides your résumé, a cover letter could also serve as a first impression. Therefore, don’t just throw together some info about yourself. If needed, re-read the job description and include experience and skills that are relevant to the position. Moreover, avoid being too bland or generic. Cover letters provide you with the opportunity to add a personal touch to your application. However, you should also avoid being TOO personal. There’s no need to mention any qualifications you don’t possess or information about your family. Lastly, unless asked, don’t mention the salary or benefits of the job. This is generally considered inappropriate to mention in a cover letter. An effective cover letter balances on a fine line. You must be thorough, yet brief. Additionally, it’s fairly important to keep your cover letter focused, concise, and to the point. Writing too much may result in your cover letter being disregarded. Résumés, Job Applications, and Cover Letters (continued) Parts of a Cover Letter - Header: Typically, a cover letter should start with both your and the employer’s contact info (I.e name, address, email, phone number) Here’s an example of what a Header may look like: John Henderson 342 Easy Lane Extension 412-256-9874 Johngreene@email.com Atlanta, GA 24780 Doris Jackson Human Resources Manager 421 Clover Avenue Chicago, IL 60605 - Salutation: The salutation is a formal, crucial part of a cover letter -- it’s what starts it off. Use either Mrs./Ms./Mr./Dr. accordingly. If you’re unsure of whether the employer is male or female, or how to address them, write out their full name. - Introduction: Start your introduction by reiterating the job you are applying for. From there, you can briefly state how your skills and experience are a good fit for the position; this will serve as a preview to the rest of the letter. The overall goal of the introduction is to catch the employer’s attention. - Body: Briefly, in about a paragraph or two, emphasize why you’re a great candidate and explain why you’re interested in the position. Again, don’t simply restate what you put in your résumé. Include specific qualifications you possess that match those provided in the job description. However, don’t just mention these qualifications; give examples of times when you exemplified these traits. You may also consider explaining why you stand out, what contributions you see yourself making, etc. - Closing and Signature: The closing should serve as a summary and reiteration of why you’d like to work for the company. Thank the employer for their consideration. Lastly, use a complimentary close and add your handwritten signature followed by your name, typed. Résumés, Job Applications, and Cover Letters (continued) Job Applications A job application is the first step to obtaining a job. Employers will typically ask job candidates to fill one out in response to their interest in an open position. Job applications can be filled out online or on a paper copy. The contents of an application can include basic and personal information such as your credentials or citizenship status. - Paper: Applications in print can be obtained from an either employer or printed out from an online source. Online: Digital applications can be filled out through the company’s website or via a link in a job posting. Elements of a Job Application The contents of a job application can vary, but there are a few elements that you’ll most likely encounter. - Name, Contact Info, and Address This is the most basic and essential part of a job application (as well as a résumé or cover letter). In the section, you may be asked to write your full name, email, phone number, address, etc. - Citizenship Status This section of an application is for employers to get an idea of your legal background (as this may slightly alter the hiring process). Certain companies may have restrictions or forms that must be completed in order for them to sponsor non-U.S citizens. - Educational Background This section may require you to include information such as the name of the institution(s) you’ve attended (i.e high school, college, law school), the address, GPA, degree(s) acquired, and years attended. - Past Employment This section is typically included in most applications. You may be asked to include information such as the name of the company, location, amount of time employed there, duties you were responsible for, or the name and contact info of your supervisor. - Company-Specific Questions Applications may sometimes include company-tailored questions or questions relevant to the position you’re applying for (similar to those you’d be asked in an interview). For example, “What makes you qualified for this position?” Or “What do you consider to be your greatest weakness?” By enlisting the help of job applications, employers can easily sift through candidates and locate those that are a perfect fit for the position. Résumés, Job Applications, and Cover Letters (continued) Tips for Filling Out an Application The following tips should be kept in mind when completing an application, as they make the process easier. - Have all Important Documents Gathered Personal documents such as updated résumés, social security card, birth certificate, etc. should be kept in an easily accessible location when filling out a job application. This is especially true if you’re filling out the application at the job site. This will also ease the process if you’re completing an online application. - Read Instructions Carefully It’s wise to first read the application in its entirety. This will give you an idea of the documents you’ll need. You’ll also have a better idea of the format and structure of the application. - Proofread for Errors Just as you’d devote time to your cover letter or résumé, you should also set aside time to double-check your application for errors and correct grammar and punctuation. It may seem tedious or repetitive, but this gives you an overall better chance at advancing further in the hiring process. Lastly, after submission of your application wait at least a week before contacting to inquire about your application status. Digital Portfolio A digital portfolio is a collection of an individual’s work, history, experience, and skills organized into a single electronic file. Digital portfolios help you keep important documents readily available in a centralized location. Additionally, these portfolios can be utilized for numerous purposes, such as work, school, or to organize assignments. Contents of a Digital Portfolio - Custom logo and tagline Bio Contact information Downloadable résumé Relevant education and certificates Appropriate Dress Attire Appropriate dress attire is a crucial part of most professional jobs. More than likely, companies will have their own dress code policy. This policy is a set of guidelines that serves to inform employees of what is and isn’t appropriate to wear in the workplace. Business attire —the clothing you wear in a workplace setting— ranges in varying levels of formality. Based on the setting of your workplace, you can decide which would be more appropriate in your situation. Casual Attire Casual attire is informal, appropriate clothing that still abides by the dress code policy. Casual attire may be worn in settings such as informal offices. Additionally, your employer may permit you to wear casual attire for the sake of comfort. When it comes to a casual dress code, both men and women have a variety of options. However, it’s important to note where the line is drawn as far as ‘casual’ goes. For example, swimsuits, tight dresses, or exercise clothing is simply not suitable for the workplace. Now, with those standards in mind, you’re free to explore a wide variety of other comfortable, yet professional, clothing. Examples of acceptable casual attire include jeans (avoid excessively ripped or frayed denim), casual button-down shirts, sweaters, blouses, casual jackets, etc. Pictures of Casual Attire Professional Attire Professional attire is the most traditional form of clothing worn in companies with a strict dress code or those with a more conservative setting. For example, you may opt for professional attire in industries such as accounting, finance, government, or banking. In these types of business settings, jeans or tennis shoes are not suitable. Examples of acceptable professional clothing include slacks, (neutral colored) suits, blouses with a blazer, button-down shirts, or tidy dresses/skirts. As for shoes, classic heels, flats, or loafers are acceptable. Pictures of Professional Attire Communication In a work environment, there are three key forms of communication: verbal, non-verbal, and written. - Non-verbal communication: Non-verbal communication can be defined as the transmission of information through nonverbal gestures. (I.e eye contact, posture, facial expressions, etc.) Examples include your body language or physical appearance. - Written communication: Written communication is the relaying of information through written word. Examples include emails, letters, memos, reports, etc. - Verbal communication: Also referred to as oral communication, any communication that occurs orally between people is known as verbal communication. Examples include presenting a project, making a phone call, or leading a conference meeting. Nonverbal Communication in the Workplace Whether you’re aware of it or not, nonverbal communication is an important part of the workplace. Especially if you possess a leadership-type role. Nonverbal communication provides us with valuable insight on a situation. This may include how to approach a person or group or even just how a person may be feeling. By paying attention to those around you, or even focusing on your own nonverbal indicators, you may develop the ability to effectively read nonverbal communication. While this skill may be overlooked or undervalued, if obtained, you’ll have gained an extremely advantageous skill, which you can utilize in the workplace. - Advantages of Nonverbal Communication Nonverbal communication can support whatever message you’re trying to convey. For example, when in conversation, leading a meeting, or speaking in an interview, nonverbal cues can emphasize your ideas. Additionally, nonverbal cues can also help communicate your messages. Correct posture can indicate that you’re attentive and paying attention, hand gestures showcase your willingness to explain and present your ideas, and maintaining calm body language can show that you’re composed and collected. In addition, nonverbal gestures can convey feelings, communication intentions, and de-escalate situations. Your body language may intentionally or unintentionally express what you’re feeling. (I.e fidgeting, bouncing your leg, frowning, etc.) And using a calm tone of voice or directive gestures can assist in defusing a situation. - Types of Nonverbal Communication: Body language, movement, posture, eye contact, facial expressions, etc. Communication (continued) Written Communication in the Workplace No matter where you’re employed, more than likely you’ll be required to have some degree of written communication skills; whether it’s submitting brief reports, sending emails, or writing memos. The ability to communicate effectively through writing is an invaluable skill. Ergo, it’s worth dedicating some time to improve yours. In a professional setting, there are five key components of effective written communication skills: conciseness, clarity, active voice, tone, and grammar and punctuation. By utilizing these components, you can work to improve your written communication skills. - Tips for Improving your Writing 1. Understand your goal before you begin writing. Knowing the goal of your message will ensure that you remain focused on the point of your writing. Whatever your objective may be, consider leading with the key point at the beginning of your message and then following up with the details. By organizing your message this way, you’re getting across your point quickly, yet thoroughly. 2. Leave out unnecessary details After completing your first draft, read through it, and ask yourself the following questions. “Is the goal of my message comprehensible and lucid?” “Would the reader be able to comprehend the point of my message without this detail?” “Is my message as concise as possible?” 3. Utilize outlines If you’re writing a longer text, such as a report, consider taking time to write out an outline. This will help organize your thoughts and also assist you in determining the best way to arrange the information. 4. Edit thoroughly Communication (continued) Although it may seem repetitive or boring, read through your message a couple of times. In addition to proofreading for spelling or grammar errors, pay attention to how it sounds. Ask questions to determine the level of clarity in your writing. “Does it flow?” “Is it comprehensible?” “Are there an overabundance of inessential details?” “Is it concise? Have I left off any essential details?” Verbal Communication in the Workplace Verbal communication is possibly the most utilized form of communication in the workplace. In simple terms, verbal communication is the act of using speech to communicate. Though it may sound simple, it takes more than just speaking to be an effective communicator. It’s a skill comprising the delivery of your message as well as how you receive messages from others. Within the realm of effective verbal communication, there are various components you must master. - Word Choice Appropriate word choice varies depending on your situation, audience, and topic. For instance, you may speak differently to your boss than you would your sibling. Furthermore, the topic of your conversation would also likely be very different. Nevertheless, regardless of the scenario, you should always be conscious of your word choice. - Delivery Your delivery can have a massive impact on the message you’re attempting to convey. Ergo, you should be wary of the tone and pace of your voice when communicating with others. This will ensure that you’re relaying the information with your intended purpose. Communication (continued) - Nonverbal Reinforcements Although we’re discussing verbal communication, nonverbal cues also play a major role in the impact of your message. The cues that you utilize —whether intentionally or unintentionally— such as body language or other gestures can affect the way your audience receives the information you’re relaying. For instance, if your facial expressions or body language are giving off signals of discomfort or anxiety, the audience may be hesitant to accept your message. Conversely, if your body language is giving off signals of composure, your audience will likely take you more seriously. - Active Listening You may be thinking, “I thought communication was all about effective speaking?” Well, you’re not wrong. However, it’s easy to become so fixated on planning your next response that you forget to listen to the person you’re conversing with. As a result, part of being an effective verbal communicator also means being a good listener. Tips for Improving your Active Listening - - Remain focused on what the speaker is saying. Avoid focusing on certain aspects. Opt to understand the overall message. - Maintain minimum distractions Communication (continued) How Can I Improve my Verbal Communication Skills? Verbal communication may come naturally to you. Conversely, it may require a bit more practice for others. Regardless of your level of mastery, you can take steps to refine or enhance your verbal communication skills. 1. Utilize reinforcements Maintaining eye contact, nodding your head, or smiling can consciously encourage the person you’re conversing with. These positive reinforcements can convey affability and openness, offer reassurance, diminish a nervous atmosphere, and encourage others to join in the discussion. 2. Check for clarification By checking with others to verify that you understand what they’re saying, you’re strengthening your verbal communication skills. This practice is referred to as reflecting. Reflecting is a great way to practice clarification. This process will usually involve summarizing or paraphrasing the contents of an individual’s message and repeating it back to them. 3. Ask questions Asking questions can be an effective way to obtain clarification, test one’s comprehension, or reach out for support. It’s also a beneficial tool for conveying your interest or initiating a conversation. There are two types of questions: - Open questions: These types of questions encourage further discussion. Thus, they typically require a longer or more thought-out answer. An example of an open question is, “Why did you choose to attend Georgia Southwestern?” - Closed questions: Conversely, closed questions can typically be answered with a few words. It’s usually wise to avoid closed questions; especially if your goal is to engage in an in-depth discussion. An example of a close-ended question is, “What college do you attend?” Without proper, effective communication, companies and businesses would be unable to function properly. Within a workplace setting, there are numerous circumstances for interaction, such as group conferences, sales pitches, presentations, and meetings. Additionally, there will be a number of people that you’ll have to communicate with, including clients, supervisors, fellow coworkers, or employers. Effective communication is also needed for teamwork to ensure that everyone’s voices are heard and so people can build off of others’ ideas. Thus, it’s crucial you master or obtain some expertise in communication. Etiquette in the Workplace Whether you’ve been employed for years, only a few months, or still in the hiring process, you should be aware of the proper etiquette for the workplace. With that being said, although rules and expectations may vary from company-to-company, you should still do your best to remain up to date on the dos and don’ts of business etiquette. Person-to-Person Etiquette Person to person etiquette refers to the formal rules and manners that you should abide by when interacting with other individuals, especially those in the workplace. In a workplace setting, you’ll most likely encounter a number of individuals ranging on various levels of authority. This can include your boss, coworkers, subordinates, or clients. - Interacting with your boss For some, communicating with their boss (or anyone of higher authority) can be a tricky task or, moreover, a source of anxiety and stress. After all, your career is ultimately in their hands. That’s why building a stable relationship with them is so crucial. With the right tips and approach, communicating with your boss can be an easy task. 1. Remain professional When conversing with your boss, you must remain professional and respectful. No matter the reason you’re talking to them, approach the conversation in a formal manner. Whether you’re asking for time-off or reminding them of a task, clearly state what you’d like to discuss. Keep the conversation brief and concise. 2. Body language Relax, you’re not in another interview. When talking to your boss, make sure you remain aware of your body language. Confidence is key. Ergo, avoid fidgeting or bouncing your leg. Additionally, hold a tall posture; no slouching in your seat. Maintain eye contact and lean into the conversation to show that you’re attentive. Lastly, if you struggle with any of these practices, such as eye contact, practice a bit before approaching your boss. 3. The don’ts Certain things just aren’t appropriate to say or do in front of your boss. This includes correcting them in front of others (or with rude intentions), hiding your mistakes, speaking with someone of higher authority without first consulting them, interrupting, and expecting praise. Etiquette in the Workplace (continued) - Interacting with Coworkers As an employee, you’re expected to act more diligently in the workplace than you would act at home. Etiquette is an effective way to ensure that all employees are mannerable and respective. Thus, you must maintain healthy, professional relationships with your coworkers. As such, you should consider the following tips when interacting with coworkers in the workplace. 1. Respect your coworkers In simple terms, treat others as you’d like to be treated. Disrespecting your coworkers may lead to bigger issues that’ll cause either one or both of you to be fired. The workplace is no place for fighting. 2. Avoid drama Drama and the workplace are two terms that should never mix. Ergo, avoid it at all costs. Don’t spread rumors or engage in gossiping. In unfavorable circumstances, such as if you dislike one of your coworkers, maintain a professional attitude. Unnecessary conflicts lead to unnecessary consequences. 3. Remain cordial to all Manners in the workplace are essential. Greet others with a smile, maintain a friendly attitude, and don’t take words or actions to heart. 4. Offer your assistance If a coworker asks for your help, assist them in any way you can. Best case scenario, you’ll make a new friend. 5. Don’t invade others’ privacy It’s always okay to ask others how they’re feeling, but it’s also important you don’t cross the line between being ‘thoughtful’ and practically ‘prying’ information out of them. Keep the questioning to a minimum, if possible. Etiquette in the Workplace (continued) Telephone and Email Etiquette Phone etiquette is a bit different from person-to-person etiquette, however they still share similar concepts. 1. Speak clearly Although it’s a great tool for long-distance communication (or those who dislike in-person communication), it does require a bit of enunciation. For starters, since neither individuals can physically see each other, you’re both relying on voices for judgment of character. Thus, it’s essential you project your voice clearly and with a friendly tone. Using a strong, confident voice can make your interaction go smoother. 2. Actively listen Not only should you focus on your speech, but you should also pay attention to what the customer is saying. After all, the whole purpose of your conversation is to assist them with whatever issue they’re having. By actively listening, you’re noting what the customer is saying and basing your response off their inquiries. In addition, repeat their questions back to them for clarification. This shows the customer that you’re present and actively working to help solve their problem. 3. Use proper language Keep in mind, this isn’t just a regular phone call between you and your friends. It’s a professional phone call, so use professional language. Using slang may offend, confuse, or upset the customer. Although it’s sometimes okay to throw in some humor, overall, remain formal. 4. If you don’t know, say so There may come a time when you aren’t sure of how to answer a customer’s questions. Thus, you may have to put a customer on hold or transfer them to someone with more authority. If this situation comes about, don’t panic. You’re only human and it’s inevitable that you’ll encounter a problem that you simply can’t solve. It’s much better to admit that you don’t know the answer than waste a customer’s time. They’ll most likely respect your transparency. Etiquette in the Workplace (continued) As for email etiquette, it’s even more different from person to person or phone etiquette. Nevertheless, some basic concepts are still shared. 1. Incorporate a clear, direct subject line Often, people use the subject of an email to decide whether or not to open it. By using a direct subject line, the individual you’re contacting is more likely to open your message. Additionally, it lets them know the purpose of your email. 2. Use an appropriate email address Whether you’re contacting an employer, a coworker, or a client, if it’s for work-purposes, use a professional email address. This will make you easily identifiable and furthermore, is more appropriate for use in the workplace. For instance, if your email address is “pizzalvr@icloud.com” it’d probably be wise to make another email. 3. Proofread If you’re prone to making grammar or spelling errors, proofread your email. And even if your writing skills are impeccable, proofread your work anyways. Preferably, read it aloud a few times. This will ensure that your message is comprehensible and flows correctly. Additionally, it’s okay to use spell-checkers, but don’t rely on them. Silly mistakes can lead to serious misunderstandings. 4. Professionalism Remember, this isn’t just an email that you’re sending to a friend. It’s for work-related purposes. Therefore, keep the wording and tone appropriate. For example, you wouldn’t want to use “yo” as a salutation. Opt for more professional language. (I.e Good evening/afternoon, Hello, Mr./Ms. etc.) Etiquette in the Workplace (continued) Cell Phone and Internet Etiquette When it comes to using cell phones in the workplace, there are a few ethical rules you should follow. 1. Avoid answering calls when already conversing w/ others Let’s say you’re chatting with a coworker, or moreover your boss, when all of a sudden you get a phone call. To put it simply, some may consider it rude to answer a call in the middle of a conversation. Hence, it’s generally not wise to take the call. By resisting the urge to answer, the person you’re conversing with will appreciate the thought. However, if the call is urgent, make sure to ask for permission to take the call or apologize and excuse yourself. 2. Don’t text and work While cell phones are definitely one of the most convenient, entertaining inventions to date, the workplace is generally not the place to play around. When it’s time to work, place your phone in a locker or your pocket. Minimize the use of your phone as much as possible when working. (Unless it’s part of your job, of course.) Your boss probably won’t be too thrilled to find you playing temple run instead of writing your report. 3. Silent mode Picture this, you’re working in your cubicle at the company office. The room is fairly quiet, aside from the click-clacking of keyboards. Suddenly, you get a call and the sound of ‘Wrecking Ball’ by Miley Cyrus fills the room. When at work, put your phone on silent. Enough said. 4. Lower your voice If you do end up taking a call at work, don’t be ‘that guy.’ Lower your voice or excuse yourself to a private area, such as the bathroom. As for internet etiquette, there are a few additional, simple rules to abide by. 1. Don’t troll at work When in a workplace setting, it’s not appropriate to be rude on the internet (Of course, this doesn’t apply to ONLY the workplace, but especially the workplace). Act as if you’re interacting in real life. Everything you send, type, or search is an extension of you. Furthermore, you’re also representing the company or business you’re employed at. As a general rule, don’t say or do anything you wouldn’t do in front of your boss. Etiquette in the Workplace (continued) 2. Remain professional It’s true, the internet is a place to explore, have fun, and be yourself. However, when you’re at work, it’s not a good idea to search the web for Selena Gomez’s Instagram. Utilize the internet in a professional, appropriate manner. As a general rule, act as if your boss could see your search history. 3. Don’t give out personal or company information to strangers You were probably told this when you were little, but it’s definitely still a good rule to keep in mind. It’s not appropriate nor safe to hand out personal or company info to untrusted sources. 4. Netiquette Netiquette is a term used to refer to the general, acceptable social behaviors for online users. The workplace is no exception. Remain polite, mature, and appropriate at all times. Although it’s easy to become a different person on the internet or say things you wouldn’t say in person, you’re still interacting with real people. 5. Appropriate language Slang typically shouldn’t be used in the workplace. Be mindful of your wording and tone, even if it is virtual. Interviews Whether you have experience with interviews, you’re a natural socializer, or you’re completely new to the work scene, following a few guidelines will ensure that you don’t ruin your chances of advancing further in the hiring process. - Body Language Possibly one of the most notable things an employer will evaluate, proper body language is vital in an interview. When arriving, keep your posture straight and walk with confidence. Even if you’re a nervous wreck, keep a calm, cool, and collected composure -- remember, fake it till you make it. While you’re waiting to be called back, sit straight and place your hands (naturally) in your lap. Don’t fall apart or sike yourself out before you’ve even started. Lastly, during the interview, always remain aware of your body language. Whether intentionally or unintentionally, your body language can send off signals of how you’re feeling. Thus, if you’re nervous or anxious, the interviewer may be able to pick up on this through your facial expressions or other visible cues. Avoid fidgeting, bouncing your leg, or giving in to any other nervous habits. Instead, opt to send off signals of composure and confidence. Sit up straight, lean slightly forward to show you’re engaged, use a few hand gestures, maintain eye contact, and if all else fails, offer a friendly smile. Interviews aren’t all about what you’re verbally displaying, often times, the nonverbal cues are just as important Examples of INAPPROPRIATE Body Language: Examples of APPROPRIATE Body Language: Interviews (continued) - Introductions First impressions aren’t always everything, however they definitely still count for something. When introducing yourself, stand up and offer a handshake. Don’t grip their hand too strongly, but make sure that the handshake is firm. Conversely, you don’t want your hand to be limp. This is referred to as a “fishy handshake” simply because it’s almost like holding a dead fish. Slippery and limp. Next, offer a greeting such as “It’s a pleasure to meet you” followed up by introducing yourself. Don’t be too eager. Maintain a calm, engaged tone. - Prepare well Beforehand Interviews are a crucial part in the hiring process. It allows employers to gauge your character, qualifications, and abilities. Thus, you should devote time to prepare for an interview. Search the web for typical interview questions and practice answering those. Additionally, practice in front of a mirror. This will allow you to monitor body language and facial expressions. You could also ask a friend or family member to assist you in conducting a mock interview. A mock interview is a “practice” interview orchestrated to ease you into the process and procedures of a real one. You may ask a friend or family member to act as the interviewer. This way, you can practice introducing yourself and answering questions. In addition, they will also be able to provide you with feedback. - Arrive on Time Arriving on time sets a good first impression to the interviewer/employer. Generally, you should arrive 5-10 minutes early. This way, you’ll spend less time overthinking and you also won’t be giving the impression that you’re rushing the interview. - Dress Appropriately Generally, it’s not a good idea to arrive at an interview in jeans and a tank top. Dress professionally. For ladies, opt for dress pants, an appropriate dress or skirt, and flats or heels (not over 3 inches.) For gentlemen, go for dress pants and a button-down, a suit, and loafers. Dressing appropriately ties into making a good first impression. Interviews (continued) - Come Prepared Make sure you bring along any important documents or portfolios that the interviewer/employer has requested. Failure to do so may leave a bad impression. - Don’t try to be Someone You’re not The entire purpose of an interview is to allow employers to get to know YOU. Ergo, don’t make up answers to questions or force yourself to be someone else. Allow them to truly get to know you. Answer questions truthfully. After all, interviews also allow you to gauge whether or not this position is the right fit for you. If you find that the job doesn’t match your values or capabilities, finish the interview appropriately, thank them for their time, and find a position that allows you to be you. No one wants to be stuck in a boring 9 to 5 job. That’s why it’s crucial you find a position you’re passionate about.