Photo by Adam Jang on Unsplash

Practice These Business Etiquette Tips

“Leaders rated low on likeability have about a one in 2,000 chance
of being regarded as effective."         Jack Zenger

Practicing good business etiquette can change how people view you and your business reputation. Establishing a practice of consideration, kindness and politeness reaps very high benefits with amazingly little effort.

Being considerate of others requires us to behave in ways that show we respect and value others. Studies show that most people want respect and appreciation more than anything else. There are some basic business behaviors that will help to solidify more harmonious and effective relationships and help leaders to build trust throughout their organizations.

Below are some Business Etiquette behaviors to consider. These are derived from many years of observing behaviors in business environments, research and feedback from others. If you master these, your likeability factor will soar:

1. Say “Thank You” often

These are the magic words of business and the ones that every colleague wants to hear. Showing genuine appreciation for a job well done, a response to a request, a favor granted, a generous gesture or even a compliment is one of the easiest things you can ever do. Use personalized expressions of gratitude instead of generic or insincere "thank you" statements. Mention specific actions or contributions that were appreciated to make the gratitude more meaningful. Just say it and mean it!

2.  Promote inclusivity and diversity

Likeability today also hinges on a leader’s ability to create an inclusive environment where diversity is valued. Leaders should actively seek to understand and incorporate diverse perspectives and create spaces where everyone feels valued and heard. Demonstrating flexibility and a willingness to listen to new ideas can enhance a leader’s likeability.

3. Give sensitive feedback in private, and make sure positive feedback is 3X more than negative

Singling out someone in a meeting with a harsh reprimand or rude comment is unacceptable. Always show respect to others. It is never appropriate to give performance feedback in public settings to a

 team member. It is appropriate to give positive recognition in public if it has been agreed upon by everyone involved. Positive feedback should also be timely and specific, regardless of whether it is given in private or public settings.

4. Express your thoughts and feelings professionally without losing control

Avoid yelling or raising your voice at others, regardless of the issue. Learn to practice self-control. Nothing demoralizes a team or an individual more than loud and offensive language, commonly called abuse of power. It is a form of aggressive and insulting behavior designed to intimidate or belittle others and should never be utilized. This is one of the worst cancers that can exist in an organization, and the only reason people may temporarily remain in an organization or team such as this is fear of loss, such as a loss of job or income. Some who continue to work in these environments suffer mental or physical debilitation as well. Incorporate a focus on emotional intelligence (EI) and techniques for self-regulation to mitigate this tendency.

5. Keep disparaging comments about others to yourself

You may have negative thoughts about others from time to time which is normal. You will lose respect in your team and organization if your practice is to gossip about others or make derogatory comments about them to others. Talking to one direct report about another sets up awkward dynamics where the person being told wonders if the same thing is being done to them. Create a culture of respect and psychological safety, where team members feel safe to express their views without fear of negative backlash. Keep your tongue under submission and remember that triangulation tarnishes your brand.

6. Honor your commitments to others

Keep your word and if you make a promise, keep it. When leaders fail to follow through on commitments that they make, they create distrust in the team and their integrity comes into play. If you

 are unsure that you have the ability to keep a promise, do not make it. Otherwise, if you do make a commitment, write it down or calendar it so that you are unlikely to forget!

7. Listen when others speak to you. Give your undivided attention to your audience, always.

When you make eye contact with someone, you are tuning in to them and shutting everything else out. You are showing the individual that they matter and that there’s nothing more important at the moment than the conversation that the two of you are having. Listen acutely where you hear not only the words but you also understand the emotions and intentions behind them.

Habitually checking your cell phone or getting distracted by emails signals that the conversation you are having is insignificant. If you are short on time, avoid interrupting the person speaking with you and ask to schedule time with them in the near future. The issue is to make people feel seen and heard.

8.  Be on time for meetings, and respect other people’s time

Punctuality shows respect for others' time and commitments, so it’s important to communicate when you will be late. Unforeseen things happen, so be sure to alert the parties involved to given them choices such as leaving or returning at a different time. Setting meetings impetuously or for insignificant reasons can proliferate the penchant for being late or absent. Setting up a meeting with a direct report and having them wait for a long period of time with no communication is rude and can be interpreted as arrogance.

In the context of virtual meetings, you can respect time constraints by having clear agendas and using time management tools. These include having a timekeeper or using an online timer and ending the meeting on time. Avoid going down the rabbit hole on extraneous topics and stick to the agenda.

9. Allow others to speak without interrupting them

Collaboration can only happen if all voices are heard, and input from those contributing is fully heard. This is especially important in meetings but the same holds true for conversations. The easiest way to guarantee this is to truly listen to what others are saying and tune out your thoughts of what you will say next. Interrupting others signals that what they have to say is not important and you have the only message worth hearing.

In virtual meetings, use facilitation techniques that engage everyone in the group. These can include round-robin sharing, breakout groups, and use of polls, whiteboards, and online digital platforms such as  Mentimeter or Miro. Rotating roles such as timekeeper or notetaker also increases engagement. The key is to ensure everyone has an opportunity to contribute.

10. Practice transparency and authenticity

The most important characteristic that people want to see in their manager is honesty. This means being open about the status of projects, organizational changes or team challenges. Transparency in communication and decision-making processes builds trust and likeability. Authentic leaders who admit their mistakes instead of hiding them or blaming someone else and who are consistent in their words and actions are more relatable and earn more respect from their teams.

Bonus Tip: Make a habit of giving credit to others

Recognize the contributions of others, especially when it is in support of you or your goals. Ensure that all team members are acknowledged for their contributions, not just those in visible roles.

The extreme of not giving credit when it is warranted is to take credit for others’ ideas, whether in conversation or in application to your own work. Always acknowledge when someone else comes up with an idea that you want to endorse or use. This is extremely important as your credibility and integrity are both at stake.

It is a good practice, on the other end of the spectrum, to include others in your own accomplishments.  Show gratitude when you achieve results or meet your goals. When you are recognized for major contributions or successes, include those around you who have helped you or encouraged you. This is one of the trademarks of likeability.

Self-Evaluation for Leadership Likeability

Leaders can gain deeper insights into their likeability and effectiveness by identifying specific areas for improvement. This will also help leaders institute practices and behaviors that increase their followership and impact in their organizations.

For each behavior, rate yourself on a scale of 1 to 5:

1 = Rarely practices this behavior

2 = Practices occasionally but inconsistently

3 = Practices regularly but could improve

4 = Practices well most of the time

5 = Exemplifies this behavior at all times

Reflective Questions:

1. How does my behavior impact my team's trust and morale?

2. Are there situations where I struggle to maintain these behaviors? Why?