The world has changed quickly in the last 30 years or so, and there are some fairly new etiquette rules that I see people breaking simply because they don’t know them. So here are some hot tips for building a solid relationship as a courteous, thoughtful professional in the 21st century:
- Scheduling calendars: If you have a system like Calendly that you use, please don’t make the person whose help you’re seeking book through it. If you’re the one looking for services, whether you are paying for those or not, the polite thing to do is get the link to the other person’s calendar and book that way. If they don’t have one, simply email to find a time. Don’t make the person who will be helping you look through your calendar for a convenient time.
- Meetings: Be on time for meetings large or small, in person or virtual. Delays are sometimes inevitable, so when they happen, apologize to whomever you’ve kept waiting. And please don’t be that person who raises a whole new topic or question as a meeting is winding down. If you have talking points for future meetings, jot them down and let the meeting planner know for next time.
- Giving time for email replies: Most of us don’t spend all day checking email, so please give 24-48 hours for a response to your email—more if it’s a holiday or weekend. If it’s been a couple of days since you reached out, a polite reminder is fine, but remember that the urgency you’re feeling is yours.
- Remember your phone manners: In an age when it’s often most convenient to communicate through text and email, there are still times you will need to place a phone call. When you do, remember that the person you’re calling may not be available so the chances are good that you will need to leave a voicemail. When you do, please speak clearly and loudly. If you are calling a desk phone, give your number slowly and repeat it. If you’re calling a cell phone, you don’t need to give your number but do please be sure you are saying your name slowly and clearly. It’s very frustrating (I speak from experience) to be unable to catch a person’s name and then have to call back without a clear idea of who you’re calling.
- Be responsive: If you’re younger, you may not be in the habit of checking email very often. But know that it’s still very much the norm in many workplaces, so if you reach out to someone via email, please remember to look there for a reply. Respond in a timely manner or you risk losing out on opportunities or looking irresponsible.
- Learn to use online platforms: So many pieces of business are conducted on platforms like Google Meet, Teams, or Zoom. Even if you hate these, people will expect you to use them. In smaller meetings, best practices include turning your camera on, making sure you’re in the frame, and ensuring adequate lighting so people can see you. You can blur your background if that’s more comfortable, but avoid background images unless your lighting is great—we’ve all seen people with disappearing arms and hair because of those by now, and it can be distracting in a professional setting.
What other etiquette tips do you have? Let me know and I can add them to a future post!
