Does it seem like the rules of doing business are constantly changing? One minute, it’s perfectly acceptable, even encouraged to leave a voicemail. Next, it’s verboten. Who makes up these shifting rules?
With multiple generations in the workforce, expectations and the rules of the games will shift. While I’ve developed eight rules for navigating business today, the real key is to be self-aware, professionally curious, and respect others and their communication styles.
- Mobile Manners Matter: Put phones and watches on ‘do not disturb’ in meetings. You’ll have meetings where phones are welcome and even a helpful tool, but for the most part, it’s a distraction from being present with your colleague, a prospect or a partner. Dial down the distraction and turn up the engagement makes people feel like they are the center of your attention.
It should also be noted that devices do not belong on the table, in a business setting but especially at a dinner meeting.
- Email Etiquette: Careful and timely responses build trust. In the age of instant noodles and same-day delivery, waiting for an email response feels like an eternity. Respond quickly and honestly, even if the answer is something that someone may not want to hear. Email often gets used to ask the uncomfortable question no one wants to ask face-to-face. If you have been in conversation until that point (see cold calls, below), you owe a response. Ghosting someone because you are either too busy, or just don’t want to give them the answer is a sign of immaturity or rudeness.
- Cold Calls and Emails. Cold calls — the uncomfortable surprise party of the business world — generally, a party no one wants to attend. If making cold calls is a part of your job expectation, apply the rules of common courtesy. You may have noticed that the phone isn’t being answered, and when it does, you’re not getting a warm reception. The company that “smiles and dials” these days is having a more challenging time reaching good prospects than others. It’s an incredibly labor-intensive job that is only successful for a small percentage of the massive volume a call center can provide. If possible, find a better way to connect through “the power of weak connections.”
It’s a balance, but as in all cases, a relationship of any degree will bring more success than none.
- Voicemail: Just don’t. This rule is a little irksome for more established folks in the workplace. But a missed call is sufficient to inform someone you’ve reached out, especially when calling their cell phone, which is far more common nowadays than the traditional desk handset. Stopping and listening to voicemail is an inconvenience for many. Consider who it is you’re leaving the voicemail for. If you’re in their contacts, they’ll know it was you. Don’t make them listen to you asking to call back.
Adapt your communication style to the individual style of people you work with for the best success.
- Virtual Tact: Set the scene with intentionality. This could be a whole article by itself. Let’s start with not defaulting to virtual meetings, especially in the early stages of a business partnership. If you can meet in person, you will establish rapport faster, get better feedback, and communications will be more effective. But, that’s not always possible, and sometimes a virtual meeting is more efficient and gets the job done. When you meet virtually, have your camera on (bad hair days are no excuse — brush your hair and turn it on). Make sure your backdrop isn’t distracting or chaotic, and free of things that are not appropriate for a business call.
- Digital Diplomacy: Navigate the uncomfortableness with tact. Disagreements and uncomfortable conversations are inevitable. In the digital realm, choose your words like you’re picking the perfect meme — impactful but not offensive. Give a response, even if it is awkward or contentious. When in that situation, dial up your empathy and get it over with.
- What’s the Dress Code? Coming off of a few years of virtual meetings where casual attire was the norm, adopt the mantra “Dress for the day.” That may mean that you are required to meet a specific dress code standard, or it may vary by workplace. If you are meeting in person, try to align with what you think your counterpart expects, or how they dress themselves. Another clue in the dress code conundrum? Dress like your boss.
- Assume Positive Intent. We live in a time where we are under a barrage of negative news and information, which our brains perceive as threats. Our brains prioritize this over everything else because we’re just not as evolved as we’d like to think we are. Approach everything and everyone with an open mindset, and allow grace and space, along with open and direct communication for those who breach modern etiquette.
Jen Neumann is owner and CEO of de Novo Marketing in Cedar Rapids.
