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1. Business Etiquettes Name: Swayam Lahoti Roll No.: 40 Class: SY Spanish (306) Subject: Communication and Soft Skills-II Submitted to: Dr. Divya Mehta Submission Date: 31stJuly 2024

2. 1. Dressing to make a good Impression It is rightly said that “a man is known by his dress and address”. Donning the right business attire will not only help you make a mark of your own but also climb the success ladder in the shortest possible time span. Do not just pull out anything from your wardrobe and wear it to work. Remember you can’t wear your party outfit to work just because it is expensive and looks good on you. It is not necessary that a shirt which looked good on you five years ago will still look good on you. Appareled appropriately, an individual projects an image of confidence, capability, and respect for their colleagues and clients. A well-tailored suit or a polished ensemble can instill a sense of authority and trustworthiness, essential qualities for building rapport and establishing credibility. It is crucial to recognize that dressing for success is not about adhering rigidly to outdated stereotypes or sacrificing personal style. Rather, it involves understanding the nuances of the corporate culture and selecting attire that aligns with the company’s dress code while reflecting individual personality.

3. The most important thing to remember about how to dress is to always dress to make your customers, clients, coworkers, or guests feel respected and comfortable. Don’t forget that your choice of wardrobe could have an impact on your career. In fact, a good rule of thumb is to let your wardrobe reflect the position to which you aspire, not the position you currently hold. Whatever you choose to wear, keep it clean and neat. Correct attire for business may vary according to the situation and the culture. Therefore, the question of how you should dress to make the best impression in a variety of business settings can create some troublesome dilemmas. The first thing you need to know are several common terms often used to note the type of dress that is expected. To help you demystify these terms, take a look at the following definitions: • Formal wear: Dinner jackets (tuxedos), evening gowns, or cocktail dresses. • Business attire: Suits with collared shirts and conservative ties or tailored dresses and suits with conservative blouses. • Business casual: Slacks with sports coats and button-up shirts or dresses and pant suits. • Dress-down day: Slacks or skirts (no shorts or well-worn denim) and shirts with collars or blouses (no tee-shirts or tank tops). Colleagues don’t need to see belly buttons and/or biceps. Here are few tips to dress correctly at work:  Neutral colours such as blue, grey, white, khaki, black are guaranteed hits in a corporate setting. Avoid wearing party shirts to work. Do not wear loud colours or patterns that are too bold. Subtle colours look good in offices. Plain shirts are always in style but you can also go for shirts in stripes, checks or micro-checks. Colours such as red, yellow, orange usually are not preferred to be worn at the workplace.  Take care of the fit of the trouser. Slim fit or flat front trousers in solid colours such as grey, black, blue look best at workplaces. Avoid baggy trousers as one looks lazy and sloppy in the same. Your shirt should not be too tight. You should be able to button your shirt properly without any gaps. Clothing should be clean, wrinkle free and ironed.

4.  Shoes should be polished. Keep a shoe shiner handy. Prefer dark leather shoes (Black or Brown) with black laces. Wear dark coloured socks to work. Do not wear sports shoes or sneakers to work.  Avoid wearing chunky necklaces or too many bracelets to work. Remove all other rings except your wedding ring. Remember, there is a huge difference between your college and professional life. College were the days when nobody told you anything when you wore ripped jeans, T shirts, sneakers, hats and proudly flaunted your tattoos and body piercings. If you wear an earring, remove it immediately. Tattoos and body piercings are not at all acceptable in a professional environment.  Hair should be neatly combed for a professional look. Short hair looks best in offices.  If you have a moustache, make sure it is neatly trimmed. Do not attend office with beard unless and until there is an emergency.  Avoid wearing strong cologne or perfume. You don’t need to tell others that you have arrived at work.  Your tie should complement your overall look. Silk ties are always a safe bet. Do not wear ties in loud colours or jazzy patterns. The tip of your tie should touch your belt buckles. In conclusion, dressing to make a good impression is not merely about vanity; it's a strategic approach to communication and self- presentation. By understanding what is corporate dressing, its importance and personal grooming, individuals can enhance their professional image and build a strong foundation for success.

5. 2. Introducing Yourself and Others Every day we encounter people in a variety of business and social situations. The way we meet and greet them creates lasting impressions and paves the way for a productive encounter. Introductions project information. Besides the obvious elements of name, title, and affiliation, an introduction conveys a level of respect and reflects how the person making the introduction views the other person’s status. When meeting professional contacts such as professors, mentors, and potential employers, you only get one chance to make a positive first impression. Some factors in achieving such an impression are appropriate attire and physical appearance, the right verbal and non-verbal communication skills, as well as manners and good business etiquette practices. The rules of introductions are fairly simple. The first is to show respect for the most important person in the setting by mentioning that person’s name first. The second is to try to include a brief comment about each person being introduced so that they have some basic knowledge of each other. These brief introductory statements provide opportunities to begin conversations as well as help associate names with faces, which improves name retention. It takes practice to remember names, but mastering this skill pays dividends as it builds meaningful relationships.

6. Introducing Yourself: • State your first and last name when introducing yourself. Wear nametags on the right side of your shirt when at a function where nametags are being used. This makes it easy for others to view the nametag as you are shaking hands. Keep your right hand free for shaking hands. During an introduction, stand up if you are not already doing so. • Always extend your right hand to shake hands with the other person. When you shake hands with someone, the web of your hand (the area between your thumb and forefinger) should touch theirs. Your grip on their hand should be firm, but not uncomfortable. Handshakes typically should last around 3 seconds and consist of 3 up-and-down shakes. • Maintain eye contact with the person to whom you are introducing yourself, or to whom you are being introduced, until the introduction is complete. Remember to smile. • Make a closing statement at the conclusion of your conversation such as, “It was a pleasure to meet you.” Never simply walk away after an introduction. • Use proper grammar and vocabulary. When conversing with others in a professional environment, be sure to speak in a grammatically correct manner, avoid the use of slang words or phrases, and never use foul language. • Show interest and respect by using good listening skills. Look at the speaker while he or she is speaking to you, and give that person your full attention. Do not interrupt. Stay focused on what the speaker is saying. In situations when you don’t know the person, extend your hand, smile, and say, “Hello, I am Tien Chen Wang,” adding something appropriate given the circumstances, such as “I’m the host’s assistant,” or “I’m here representing the City of Seattle.” Take notice of your setting before introducing yourself and don’t intrude on someone who is in conversation with another person. When you see someone you have met before, help them remember you. Say something such as “Hi, Micah, I’m Khoon Koh with Asian- American Imports. We met at this conference in Hong Kong last year.” This simple gesture takes the pressure off the other person, who may be trying to remember your name and place your face.

7. Introducing Others: Introductions in the professional world are based on position and rank in the company/organization. • State the name of the highest-ranking person first. • When you are introducing two people of equal rank in the corporate or academic hierarchy, introduce the one you know less well to the one you know better. • When a client or special sponsor/benefactor is being introduced, state the client’s name first, even if the person from your company/organization has a higher position in his/her company. • After the introduction, continue addressing the person as Mr. or Ms. unless you are given permission to use his/her first name. • In formal/official business situations and at dinners, your host meets and greets you, and also introduces you to others. In networking situations, introduce yourself. • Re-introductions are helpful. Someone is always struggling to remember a name. • If someone enters your office or work area and introduces himself as Bill Smith, "Welcome, Mr. Smith" always works. Formality shows respect. Using business cards: These small, but powerful, pieces of paper serve as helpful tools to remember names and as information sources for follow-ups on professional and personal contacts. The wise use of business cards can be a great means of connecting you with others on a more personal basis.

8. 3. Shaking Hands The handshake, a seemingly simple gesture, is a cornerstone of business etiquette. It is a nonverbal form of communication that can convey confidence, respect, and professionalism. Beyond its practical function of acknowledging another person, the handshake carries symbolic weight, often serving as the first physical contact in a business relationship. A firm handshake, accompanied by direct eye contact and a genuine smile, can leave a lasting positive impression. It signals confidence, assertiveness, and a willingness to engage. Just as people size you up based on your appearance, they will make judgments about your handshake and when and how you use it. Because this gesture of connectivity is so common, knowing and practicing a little handshake etiquette will put you and others at ease. Handshakes are the norm in the western world, everyone does it so be prepared to shake hands.

9. COMPONENTS OF A GOOD HANDSHAKE 1. INITIATION • Shake hands when you start to speak. • Lean forward ever so slightly. 2. GRASP • Hold out your right hand, even if you are left-handed. The other person will do the same automatically. It works nearly every time! • Don’t hold out your hand too soon or you will seem nervous. • If you wait too long, you will seem unfriendly. • Then you fit you hand into theirs, not too loose, not too tight. • Don’t hold your fingers loose and limp, and don’t just take their fingers into your hand. Hold their entire hand, fingers and palm all the way to where you thumbs meet and cross over each other. • Squeeze firmly, not too hard, and shake once or twice. • Then let go! That’s it! 3. MOTION • Vigorous up and down movement is uncomfortable so don’t distract the person you are meeting, bond with them. • A jerky motion is a sign of nervousness – don’t give this information out, even if it’s true. • 2 or 3 smooth up and downs are plenty. • The range of motion is 2 or 3 inches. • If you don’t move your hand enough, you may appear to be distant, arrogant or passive. • If you move your hand too much, you may appear to be overeager or nervous.

10. How to shake hands: • Extend your right hand with your thumb up. • Shake firmly but considerately. Gauge your handshake to the strength of the person whose hand you are shaking. • Pump the other person’s hand once or twice. • Break from the handshake quickly after a few seconds. Do not continue to hold the other person’s hand during the entire introduction. • Make eye contact with the person, but do not stare. • Always keep your drink in your left hand. That way you never have to fumble around to shake hands or, even worse, extend a cold and clammy hand. When to shake hands: In general, shake hands when you are: • Meeting someone for the first time, • Meeting someone you have not seen in a long time, • Greeting your host or hostess, • Greeting your guests, or • Saying goodbye when you want to show extra respect. When to extend your hand: • In almost any business setting, a handshake is always appropriate—whether it’s man-to-man, man-to-woman, woman-to-man, or woman-to-woman. • Always shake hands with anyone who extends his or her hand to you, no matter what the situation. It is extremely rude to ignore or refuse to shake hands When not to extend your hand: • If the other person’s hands are full, simply nod your head and say something like “Hello,” or “It’s nice to see you again.” • If you approach a dignitary or someone of obviously higher rank, wait for that person to extend a hand first. • If you or someone is sick and would prefer not to shake hands, it is okay to dispense with the formality

11. 4. Basic Dining Behavior Going for a business meal is not the same as the one you go for with friends and family. It is more formal. A business meal may involve just two people or even a larger group; irrespective, there are some common dining etiquettes that one should keep in mind while attending one. Table manners, also known as dining etiquette, are a set of social customs and guidelines that dictate how people should behave while dining in a formal or semi-formal setting. These rules are designed to promote a pleasant and respectful dining experience, showing consideration for others and creating an atmosphere of civility. Table Manners play an important role in making favorable impression. They are visible signals of the state of our manners and therefore are essential to professional success. The point of etiquette rules in to make you comfortable – not uncomfortable. Whether you're the host or a guest, these rules apply to both parties. From arriving on time to being mindful of each other's food requirements to being courteous to the wait staff, there are several things that one should keep in mind while attending an office dinner.

12. Focus on the Purpose Before you get too focused on rules, think about why you are having a business meal in the first place. No matter where or when you eat, you are always on stage and your manners are on display. If you are eating with others for business purposes, the snack bar, cafeteria, or restaurant becomes an extension of your office. You should Enjoy the food and company, but always stay focused on the fact that you are doing business. Think About Timing a) Breakfast Meetings • Many people are at their sharpest early in the morning. As with lunch, the timing of a morning meeting helps it stay short and focused; unlike lunch, it barely interrupts the workday, if at all; plus, breakfast is less costly than either lunch or dinner. • A business breakfast can be held at any location that is handy to both host and guest: a restaurant or coffee shop, a hotel dining room, or perhaps a private club. If it's convenient for all concerned, guests can even be invited to breakfast in the host's office. • This early morning meal is usually simple, so it doesn’t take long to eat; therefore, such meetings usually last no more than an hour and a half. b) Lunch Meetings • Lunch is the traditional workhorse of business meals. Because the participants have to return to the office, the meeting stays relatively short and focused. There are other advantages as well: Unlike a business dinner, lunch is faster-paced, it doesn't cut into someone's personal time, and it doesn't raise the issue of the inclusion of a spouse or partner. • The typical business lunch lasts from just over an hour to two hours, but a participant who is on a tight schedule shouldn't take this for granted. • They may start any time after 11:30 a.m. and may last for up to two and a half hours. c) Dinner Meetings • The business dinner is considered a premier event because no one has to get back to work, dinner also proceeds at a more leisurely pace. • Dinner's longer time span can be an advantage when doing serious business is the goal. • The aim is usually the strengthening of relationships, with an eye on mutual rewards to be gained in the future.

13. Make Everyone Comfortable • Keep at least one hand free. If you are standing, have only a drink or food in one hand, never both. Hold a drink in your left hand so that you have a dry hand to offer a firm, not crushing, hand shake. • You can eat and drink while sitting, but it is always better to stand and greet. • Make good eye contact. Don't forget to introduce yourself to the host/hostess and don't interrupt conversations. • Avoid approaching two people engaged in deep conversation. Wait until there is a break so you can introduce yourself. Look for visual cues to join the conversation. • Ask people questions about themselves and the work they do. • Always offer your contact information and know when it is time to go. Drink Alcohol Cautiously Ordering alcohol at formal business gatherings is a matter of personal preference. If you do end up ordering, make sure to always have it within limits. You must also ask your guests if they're comfortable with the idea. Stick to non-alcoholic beverages if no one else is drinking. While there are no hard-and-fast rules for this, it's best to avoid drinking during such meals and save it for other events. Don’t Rush through your Meal If you have a habit of rushing through your meal, consider slowing down a bit. As it's a formal environment, rushing through your meal while the others are still eating might make you look inconsiderate and rude. Take smaller bites and chew your food properly instead of just gulping it down. It may seem like a small thing, but it can save you from giving a bad impression to others Being rude to wait staff Being rude to the wait staff is probably the worst thing you could do during such meals. If you're meeting someone for the first time, it can leave a negative first impression and even make the client lose interest in discussing business matters with you. Being disrespectful to people in general is unacceptable, and doing so during corporate dinners is even worse. Always treat the wait staff with respect.

14. 5. Basic Table Setting Every dining experience has its etiquette, those unwritten rules that guide the ways we behave and even the ways we set a table. Table settings typically offer a clue to etiquette and also help establish ambiance, both at a restaurant and when entertaining at home. You’re probably familiar with Western standards of table setting—everything revolves around some variation of forks to the left, knives to the right, and plates in the middle. In many Indian cultures, you only eat with your right hand; in Japan, you might find chopsticks in front of you and a variety of small bowls. These customs vary by culture and are important to understand as one can meet co-workers or clients of various culture. You may be wondering, "Why bother learning the correct way to position plates and silverware? The food will taste the same either way!" Here's why: It signals to guests who do appreciate proper table settings that their feelings are important to you. You'll be setting an overall tone—that it's your pleasure to dine with them. Also, a properly set table can make the food itself look better. Table setting etiquette is a system, evolved over time, that ensures an orderly meal. It contains informative place settings that serve as maps, giving you a glimpse of the foods you are about to enjoy. You know what you're being served, and are prepared to eat it with the proper utensils. A well-set table feels so orderly and comforting, you may not give much thought to it. Unless it's not there.

15. Things to Keep in Mind Food to the left: • Your bread plate is either to the left of your forks or slightly above them. • If a salad or fruit plate is part of the place setting, it will also be to the left of your plate. Drinks to the right: • Your water glass is to the right and above your knife and spoon. • Your wine glass or glasses will be to the right of your water glass. • Your coffee cup is also to the right. Utensils from the outside in: The amount of silverware will depend on the formality of the meal. Remember to start with the outside piece and work your way toward your plate with each course. • Utensils are placed in order of use from the outside in. The salad fork is the farthest to the left of the plate if salad is served first. • The soup spoon is the farthest to the right of the plate because it is used first. • The teaspoon is next, closer to the plate. • Knives (except for the butter knife) are always placed to the right of the plate. • The butter knife may be placed on the butter plate or between the teaspoon and the dinner knife. • Forks (except for the oyster fork, which is placed to the right of the spoons) are always on the left. • The dessert utensils are placed above the main plate, the spoon on the top, with its handle facing the right. The fork is placed under the spoon, with its handle facing the left of the place setting. • Knife blades always face you and your plate. It may be considered offensive to point the blade at another diner. • Only place utensils to be used. For example, if you are serving ice cream for dessert, only the dessert spoon is necessary. You do not need to place a dessert fork as well.

16. Napkin: The napkin that you will use may be placed either to the left of your forks, on your plate, or in your water glass. • After you sit down, pick up your napkin, unfold it, and place it on your lap. • Never use your napkin as a handkerchief. • Frequently dab your mouth with your napkin to remove any crumbs. • If you need to leave the table, excuse yourself and place your napkin on the seat of your chair. It signals the service staff that you will be returning. • When everyone is finished eating, fold your napkin and place it on the table beside your plate (never over your plate), but don’t do this until everyone has finished eating—including dessert if served. If using individual salt and pepper shakers for each guest, place them above the dessert spoon. Otherwise, place them near the center of the table, or, if using a long, rectangular table, place them in the middle of each end. Cultural Variations • Western settings: forks on the left, knives on the right. • Asian cultures: chopsticks as primary utensils. • Japanese settings: chopsticks placed horizontally at the front, pointed ends facing left. Avoid cluttering the place setting. Table setting is a vital aspect of dining that signifies mere functionality. Whether adhering to strict formal guidelines or embracing modern, eclectic styles, the way a table is set can enhance the dining experience, conveying a sense of occasion and hospitality. By understanding and appreciating the nuances of table setting, one can navigate various dining scenarios with confidence and grace, ensuring that every meal is a memorable event.

18. 6. Basic Table Manners In the world of business, where first impressions and professional conduct play crucial roles, table manners are an often- overlooked yet essential aspect of creating a positive image. Whether you're attending a formal business dinner, a casual lunch meeting, or a networking event, demonstrating proper table manners can enhance your professional reputation and leave a lasting impression on your colleagues and clients. The question constantly arises, “Why are table etiquette and table manners so important?” Simply put, understanding proper table etiquette and practicing good table manners are in part what makes us civil human beings. Eating is not only a necessity, it is a ritual of sharing our well-being and extending respect and courtesy toward our fellow man. With our family, friends and business associates dining is a major event that demonstrates our civility and our education. Basic Table Manners is important because it shows that you have manners. The way you act at dinner can give others insight into your personality and level of professionalism. Since this kind of dinner is more formal than eating a meal with friends, you can demonstrate your social skills by following etiquette guidelines. Manners count—and successful business people know that they will be judged by their actions.

19. Basic Table Manners 1) Chewing and cutting • Keep your mouth closed when chewing. • Do not talk when you have food in your mouth. • Always cut food into small pieces so that you can chew them quickly. Youmay need to respond to a question and should not have to chew for several minutes before you can answer. • Never cut your entire entrée into pieces at one time. Cut off one or two small pieces at a time. • Lean forward slightly each time you take a piece of food from your plate so that, if it should drop from your fork, it will fall onto your plate. • In a perfectly proper setting, do not push food onto your fork with your knife or a piece of bread. 2) Using your hands and arms • Do not gesture when you have silverware or food in your hands. • Keep your elbows off the table. • Feel free to pick up foods that are almost always eaten with the fingers, such as crisp bacon, but it’s always safe to cut up the food and use your fork. When in doubt, watch your host. • If you find an olive pit, watermelon seed, piece of gristle, or something in your mouth that is distasteful, spit it discreetly into a fork or spoon held close to your mouth. 3) Passing and serving • Generally, you should pass to the right. • If someone requests an item, you would pass it directly to that person. • If someone asks you to pass the salt, pass the pepper with it. • Never reach across anyone to pass or to get an item. If you can’t easily reach an item, quietly ask for it to be passed.

20. 4) Resting and Finishing What you do with your utensils during a meal sends a message to your server. Placing your knife and fork in the cross position indicates that you are still eating, but taking a pause. On the other hand, placing your knife and fork parallel to each other, indicates that you have finished your meal and your place setting may be removed. 5) Serving and removing There is also specific etiquette for serving food and removing used items. Food should be served from your left side, with the left hand, and used items should be removed from the right side, with the right hand. If the service staff makes a serving mistake or if someone at your table errs when passing an item? Just let it go; it is never in good taste to mention it. 6) Keep your Cell Phone Off • When you dine with others, you should always focus on communication and conversation. Constantly checking your phone can imply that you are more interested in your device than in the people around you. • Give your clients the attention and respect they deserve by switching your phone to silent mode. Make sure to keep your phone in a hidden place that is off the table. • If you have an urgent call that you cannot miss, politely excuse yourself from the table and take the call to another room. 7) Always drink from a glass A mannered person should always drink from a glass,, rather than from a bottle or a can. Whether you drink beer, wine, soda or water, choose to pour your beverage into a glass. Each glass is held differently. When you drink wine or champagne, for example, always hold the glass gently from its stem. 8) Wait until everyone is served before you eat Personally, I think that one of the most important dining etiquette rules is to not eat any of your food until every person at the table is served. Be sensitive to the feelings of those around you and wait before you start eating. This rule applies to all dining occasions – whether you are dining with your significant other, family members, or friends.

21. References:- Guide to Business Etiquette by Roy and Gwen Cook https://www.indeed.com/career-advice/career-development/business-dinner-etiquette https://www.missouriwestern.edu/student-services/wp-content/uploads/sites/130/2019/10/Etiquette-Essentials-Dining-Etiquette-Handout- Quiz.pdf https://www.dummies.com/article/business-careers-money/business/business-communication/making-sense-of-business-dinner-table- settings-197879/ https://www.kent.edu/career/dining-etiquette https://www.candacesmithetiquette.com/table-setting-etiquette.html https://www.ndtv.com/food/business-dining-etiquette-6-mistakes-you-should-never-make-during-a-business-meal-4424701 https://emilypost.com/advice/business-meals https://www.wikihow.com/IntroduceYourself#:~:text=Provide%20your%20first%20and%20last,smile%20and%20make%20eye%20cont act.&text=Give%20a%20short%20description%20of,with%2C%20and%20what%20you%20do. https://www.candacesmithetiquette.com/how-to-introduce-yourself.html https://www.gradsiren.com/career-advice/dress-for-success-make-a-great-first-impression/ https://blog.hubspot.com/marketing/business-professional-attire https://simplifyelegance.com/dining-etiquette-and-table-manners-for-elegant-women/ THANK YOU