Who, What, Why, When and Where.

Dear Peter,

Business protocol and etiquette is a particularly important part of the discipline of protocol. It makes reference to certain aspects of how we do business and importantly how we conduct ourselves in certain situations. It also identifies how important understanding different cultures and customs can be as we engage in both business and social activities.

For the purpose of this article I will address the following areas:

• Meet and greet

• Business attire

• Business cards

• Lunches and dinners

• Making conversation

• Doing business

• Cultures and customs

• Communications – written, verbal and electronic

In answering your question, I found that it was the ideal occasion to share some of my past experiences as well as to talk to the many problems that people have shared with me over the years.

There is normally a reason why most events or occasions are celebrated or planned for in a particular way.

It is always critical how we prepare to meet new people. We need to understand beforehand as much as possible about the person or occasion. If it is a person, it is important to know what is to be expected when you meet and greet as some cultures do not shake hands. Therefore, without investigating, you can easily make a faux pas.

For the meeting, you need to be well prepared. Ask yourself, what do I need to know about the individual(s)? Where are they coming from? What language do they speak? What is the nature of the visit? Often, other agencies/ organisations may also have to be alerted. Maybe you can set up a meeting prior to the arrival of the person/delegation to ensure that all parties are well prepared.

Business attire

The importance of that first impression. What is appropriate given the nature of the occasion and the individual/delegation that is arriving? It is important to be appropriately dressed but to do this you need to understand about modes of dress. That will ideally tell you what is appropriate, for when and where. Even as you dress appropriately, learn to also embellish in a way that never makes you an eye sore. Do it tastefully and remember that less is always better.

Business cards

For that special moment you may need to use business cards, but you must have cards that are made on a particular stock that is durable and will not easily get soiled or crushed. Be mindful of the culture of the person who may not want a business card if he/she did not ask for one. Do not go sharing them out as soon as you meet. You always want to ensure the card you give to people is accurate and up to date. Remember that your business card represents you and your brand.

Lunches and dinners

Often, we find ourselves having to meet our special guests for either lunch or dinner. To effectively do that, you need to understand the etiquette of dining. Sometimes we become overwhelmed by the mere sight of more than a knife and fork on a table. You need to understand your place setting; how to use your napkin; where to start and even sometimes how to eat your meal. This knowledge gives us the confidence to know what is expected when we extend an invitation to someone; who is responsible for the invitation, to pay the bill, as well as if we have to cancel or change a date. Once, the lunch or dinner is on, it is important for us to understand who orders first; but more important the role of host and guest.

Making conversation

The right conversation will determine whether the lunch/dinner was successful. As so many major decisions are often made over a meal or drink, it is important to be prepared. Know the types of conversation that you should have with your guests. What is appropriate given your guest cultures and what is not? Never be rude or disrespectful to your guests.

Doing business

From country to country how business is conducted differs on many scales. You need to be aware of this so that you are not caught off-guard. In some cultures, while you are expected to arrive on time, your host may be late. In another culture, conversations must never get too personal; other cultures, relationship building takes some time and until that confidence is present, no business can be conducted.

Culture and customs

There are publications that can enlighten you on the culture and customs of many countries. Take a moment to research and ask lots of questions before. There are various differences among cultures and customs around the world. For instance, in the Caribbean, although there are many commonalties in our culture, there are differences in the way that we conduct business. The same goes for Europe and Asia. Do not wait to be embarrassed to then ask questions.

We are fortunate that we have several people who are very versed in the area of protocol and diplomacy who will be willing to clarify areas of concern that you may have from time to time. A few simple questions asked of the right person can provide you with enough information to assist with a better understanding and help you plan more effectively.

A good point of reference is our Ministry of Foreign Affairs and International Relations. There is also the diplomatic academy at the University of the West Indies that offer courses from time to time. It is imperative that we all see the need to have a better understanding in this area.

Stay informed.

AFETT.

AFETT is a not-for-profit organisation formed in 2002 with the goal of bringing together professional women and engaging in networking opportunities, professional training and business ideas. ASK AFETT is a column meant to address issues and concerns of professionals seeking advice to assist in progressing in their careers. Today’s response was written by AFETT member Sandra Basheer, event management consultant/trainer. Learn more about AFETT at www.afett.com, search for AFETT Events on Facebook, follow us @AFETTEXECS on Twitter or contact us at 354-7130. Email us your career-related questions at admin.afett@gmail.com.

The views and opinions expressed are those of the authors, meant strictly as advice and guidance, based upon their experience and expertise. In no way are they meant to be legally binding upon AFETT and or its members, servants nor agents.