Cleaning Up for a More Professional Image

LinkedIn claims 4500 execs tap into them every day. Dice and the other employment boards claim they have the best talent available. And yet, the majority of us still make connections the old-fashioned way: by knowing good people, and by those people thinking well of us. As a talent recruiting firm in the high-tech space, we have been privy to the “off the record” comments made by executives and middle management about the pros and cons of certain employees. We have come to some conclusions as to why some people are kept during layoffs, promoted over their peers, and recommended to recruitment firms. Some of it is talent, brains, or technical genius. But an awful lot of it is just being liked. And in some scenarios, it is good enough if you just don’t make too much trouble. You can stand out from the crowd in tough times by simply being dependable, punctual, and easy going; especially if your peers are impolite, brash prima donnas. But more specifically . . .

We would like to pass along some concrete examples of things you can do to improve your image in the workplace. Over the years, we started keeping track of the changing conventions in business etiquette, specifically concerning gadgets, mobile phones, social media, etc. Much of your professional image today is derived from your emails, text messages, and mobile phone usage, and there are some pet peeves that executives and middle management consider deal breakers. Like it or not, there is a generation gap when it comes to “e-manners” and work style, and from our observations, we have noticed some fairly common pitfalls.

Let’s start with email— We are all drowning in it. Don’t become the name they dread in their in-box.

• Originate only necessary emails and offer multiple choice answers to receive prompt replies.
• Here is a novel concept – when someone sends you an email with information that you requested, at least send a quick reply, so the sender knows that it did not get buried in your inbox.
• When you are responding to an email, reply with original text, and place your responses in the appropriate context.
• When an email string has changed direction, rename the subject line appropriately.
• Customise the distribution list on a need-to-know basis, especially as a string goes on a tangent.
• Answer questions from emails in your return subject line when possible (particularly useful for scheduling).
• Avoid sabotage: being aggressive or catty with the cc, bcc or ‘reply to all’ functions, hoping to draw another’s failings to management’s attention is just not cool. It is transparent to all involved, below the belt, and deeply frowned on.
• Avoid forwarding all “save the world,” “sign this petition,” “send this on to 10 people you love and prosperity will be yours” messages. And unless you are 115% sure it will be welcome, avoid sending any political stuff, humorous or otherwise.
• As for humor, send it sparingly. If you send too many, it looks like you don’t work. Customise your distribution list specifically for each joke (especially political and religious jokes). And watch your boss and the corporate culture for social cues on humorous emails, and keep in mind it’s the company’s equipment you are sending them with. Another hint: never use your current work email address on your CV when job hunting externally. Extremely tacky!
• Casual is fine, and an occasional typo happens to everybody, but you still want to appear educated, so watch your spelling and grammar. Especially when tired, we are all capable of mixing these common words: there, their, and they’re; two, to, and too; are, or, our, and hour. its and it’s; whether and weather; acquisitioned versus acquired; dear and deer; right and write and occasionally wright; break and brake, etc. Everyone slips here and there, but if you repeatedly make the same mistakes, you will appear to be uneducated and unsuitable for promotion. You don’t have to possess a masters degree to get promoted, but you need to look like you did.
• NEVER USE ALL CAPS IN YOUR EMAIL UNLESS YOU WANT THE READER TO SEE RED.
• Try to have some sort of salutation; it doesn’t have to be formal, but a little “Hi Dan-” is more respectful than just jumping in. If you marched down to Dan’s office to tell him something, would you just turn the corner and launch into it? Or would you at least nod an acknowledgment and ask if he had a minute? Okay, so address the email equivalently. But mostly, send fewer emails! Don’t be seen as a pest.

Second Issue— Mobile Phones, Laptops and Texting in Meetings

• This year we’ve heard of a few company-wide policies banning laptops and mobiles from meetings. The reasons are obvious. Meetings can really drag, but it’s just obnoxious to be surfing for travel deals, checking Facebook, Twitter, etc., or even writing the report due in three hours. Some of these activities are fine while waiting for a meeting to start, but after that, put it away, pay attention, and appear to be on board.
• Avoid the appearance of playing with any new toy.
• If your boss is presenting in a meeting at least try to look like you are interested: you will seem respectful. And different.

Third Issue— Mobile phones
These are the overwhelmingly consistent complaints:

• People who are constantly answering mobile phones in meetings, while in another conversation, even during interviews! And never saying “excuse me” to the person you are speaking to in person as you answer. In any other conversational mode, we typically don’t interrupt each other, we don’t jump into the middle of a discussion where we’re not invited. To consistently answer your mobile while in a meeting or conference is just as rude as walking out of the room.
• Don’t text your friends while you are in conversation with someone. This is just plain rude. Say excuse me, text BRB and continue the conversation.
• Weird, attention-getting ring-tones that distract all listeners and make them wonder about your taste and maturity. Choose wisely.

Fourth Issue— Voicemail recommendations:

• Make it shorter, shorter, shorter! The #1 complaint is rambling.
• Repeat your return number twice and a good time to reach you.
• Oh and by the way, tell them who you are.

Mostly, with regard to all e-communication: there is no substitute for face-to-face conversation, where people can share facial expressions and other crucial ways of communicating. In today’s society, this comment is beginning to sound weird. Like, why would anyone want face time when you can just text them. Get some face time every once in a while, even if it’s three minutes in the hall. Sociologist are discovering that there is a whole generation of people that cannot carry on a conversation. If you are one of those that can, you may be the one who gets a promotion.

Fifth— Social Media

• Watch your use of social networks while at work; they make you look lazy, and they may be a security risk.
• For those of you who do not think that your bosses know that you use the ALT-TAB key t0 switch between you Facebook page and your programming work – don’t be so naive. You are so transparent and it does not go unnoted when you want that next raise.

And finally— some basics your mother taught you, but you would be surprised how many of your peers and competitors forget:

• Be on time. For conference calls, meetings, everything. In fact a couple minutes early is not a bad habit.
• Use the conference room chair in the manner in which they were designed. Tilting all the way back and balancing on two castors is immature, reckless, damaging to the company property and really not as hip as you might think.
• Brush your teeth.
• Shower. (We’re really not kidding!)
• Don’t chew with your mouth open.
• If allowed at your company, casual dress is fine: torn, worn, dirty, or baggy is not.
• Socialise sometimes. You don’t have to be liked by everyone, but you can’t be a total mystery either.
• If you are a smoker, smoke only during your breaks and not several times in between. After all, you are at the office to “work” not smoke the majority of the day.
• If you have done something wrong, say you are sorry.

In conclusion— An Updated 10 Commandments for High Tech Etiquette:

1. Thou shalt not substitute informality for reasonable business courtesy.
2. Thou shalt mimic thy master’s style, and respond with voice mail when the person appears to loathe email, etc.
3. Thou shalt avoid the temptation to cc everyone who could conceivably have some interest in an email message; we are drowning in well-intended emails.
4. Thou shalt not let email and texting replace all face to face communications.
5. Thou shalt not engage in “hit and run” sabotage and political manipulation via email.
6. Thou shalt never answer a mobile phone in the bathroom.
7. Thou shalt not think that texting and Facebooking all day is part of your job description.
8. Thou shalt never take a call in an interview.
9. Thou shalt not ramble on voice mail.
10. Thou shalt appear interested and focused in meetings, avoiding the appearance of “playing” with any new toy.

At InSource, our customers tell us that they are looking for great team members, but the message that we hear on the street is that they are getting tired of dealing with the lack of social etiquette. Employers are beginning to change the way that they look at their staff.