Top 10 Smartphone Annoyances in the Workplace

I love smartphones. I really do. They make our lives easier in so many ways. In my presentation-skills seminars, for example, participants find it easy to use their phones to record their talks. And if you can’t remember the date of an event or the name of someone famous during a conversation, it’s so convenient to be able to look up the information on your smartphone.

But in the workplace, there are many ways people use their smartphones that are rude to others. After talking to many business professionals and observing the behavior of numerous attendees in meetings and in my seminars, I compiled this list of the “top 10” things people do with their phones that annoy others. Do you recognize any of these behaviors?

1. Placing your phone on the table when meeting with someone. Having your phone visible tells the other person, “I am so ready to drop you and connect with someone else.” Plus, research has shown that the presence of the phone inhibits conversation. (This is true for group meetings, also.)

2. Placing two phones on the table. Some people carry both a work phone and a personal phone. This doubles the insult! See above.

3. Using a cell-phone holder. When a phone is placed in a holder, the phone is upright on the table. People are no longer sneaking glances at their phones, they are directly looking at them while “listening” to others! This is just so rude. Read #1 again.

4. Using a Bluetooth headset. This looks like a cockroach in your ear.  (Yes, I do have strong opinions about this.)  I am not talking about the hands-free headsets that receptionists use. I am talking about the headsets worn all too often by people who chat away as they walk around the office, looking as though they are talking to themselves. Or, even worse, you think they are talking to you. 

5. Wearing a Bluetooth necklace. Though these necklaces may be more discreet initially, once you use those earbuds, it’s too easy to leave them in your ears or let the cords dangle on your chest.

6. Texting under the table. Texting under the table during a meeting is disrespectful to the speaker and to the other participants. You may think that your actions are not visible, but your body language gives you away. If you do not want people to text while you are speaking, don’t text when others are addressing the meeting. (Additional information about texting can be found in my new book, The Communication Clinic: 99 Proven Cures for the Most Common Business Mistakes.)

7. Forgetting to put your phone on vibrate. This can happen to anyone. I know. I have forgotten. If this happens to you, say, “I’m sorry,” and turn the phone off immediately – and be especially apologetic if your phone continues to ring because you can’t find it quickly.

8. Answering your phone during a meeting – and then starting a conversation while walking out of the room. The reality of business today is that sometimes you must take a call during a meeting. But please wait until you are out of the room before talking. In some circumstances, you may need to answer and say, “I will be with you in a moment.” But again, wait until you are outside the room before you have your conversation.

9. Speaking too loudly. I have been talking about the need for people to lower their voices for years. Many people speak far too loudly when they are on their phones.  Speak in a quiet, conversational tone. If you don’t, others may overhear your conversations, including any sensitive or confidential information you discuss.

10. Using a ring tone that startles or scares people. You don’t want your colleagues or business associates to be shocked when your phone rings.

What annoying phone habits have you observed in the workplace that are not on this list? Please add your comments.  

Pachter & Associates provides seminars and coaching on communication, business writing, presentation skills, professional presence, and etiquette. For additional information, please contact Joyce Hoff at joyce@pachter.com or 856.751.6141. (www.pachter.com)

Don’t derail your career on social media: 4 writing suggestions

A former student asked me to review his LinkedIn page. Unfortunately, he had misspelled his job title. (He wrote: Assistant Communication Coordinattor). When I mentioned this to a colleague, he said that such typos could affect the student’s ability to get hired.    

I received the following direct message on Twitter: “Im a freshman and im definitely gonna need business etiquette skills in the future.” After reading his DM, I agreed!

Social media has significantly influenced the ways we can communicate and interact with others. What hasn’t changed is the importance of writing effectively. You don’t want to make embarrassing mistakes that undermine your professionalism. (Grammarly, a grammar website, studied 100 LinkedIn profiles in the consumer package-goods industry and found that professionals whose profiles contained fewer mistakes also achieved higher positions.)

LinkedIn, Facebook, Twitter, Instagram – they all deal in written content, with some allowing more text than others. When sharing on social media, remember these writing suggestions:

1. Always assume the quality of your writing matters. As illustrated above, there are consequences to making errors. Proofread your writings before you post anything. I know that social media can spur quick commentary, but, at the very least, read your comments out loud before you post. It will take just a few seconds, and you will catch many of your errors.

2. Remember that your postings are part of your professional image. Your colleagues, bosses, customers, clients and prospective employers will likely check your social media sites. If you use strong negative language, put people down, name-call, or curse, what are you saying about yourself? And why would I want to work with you?  (Additional information on professional image and communication can be found in my new book, The Communication Clinic: 99 Proven Cures for the Most Common Business Mistakes (McGraw Hill, 2017).

3. Understand that what you write in the comment section under articles or posts is also part of your professional image. This applies to comments on social media as well as on news sites, such as the Washington Post, the New York Times, and the Huffington Post. Comments with typos or crass wording cost you credibility.

4. Don’t try to solve complex issues on social media. When the issue gets complicated or the topic is touchy, stop writing and call the person, if you can. If you don’t know the person, stop participating in the conversation.

If you haven’t proofread your profile and other statements on your social media sites, or haven’t reviewed them in a while, do so now. You may be surprised at the mistakes you find. 

Pachter & Associates provides seminars and coaching on communication, business writing, presentation skills, professional presence, and etiquette. For additional information, please contact Joyce Hoff at joyce@pachter.com or 856.751.6141. (www.pachter.com) 

Be Smart: Six Suggestions for Using Smartphones in Business

In a recent New York Times article, “Pass the Word: The Phone Call Is Back,” reporter Jenna Wortham wrote that her friends had started “…picking up their cellphones for an unusual purpose: They wanted to talk. And I started answering when they called.”

Her article highlights that the need for vocal contact is still alive and well. And for some of us, of course, the phone call never went away.

My favorite illustration of the importance of phone calls comes from the television show The Big Bang Theory. In one episode, the star character, Sheldon, is having trouble getting in contact with his girlfriend, and says to his roommate, “I’ve tried email, video chat, tweeting her, posting on her Facebook wall, texting her…nothing.”

 His roommate asks, “Did you try calling her on the telephone?

 Sheldon replies, “Ah, the telephone.”

 As he starts to dial her number, he says to his roommate, “In your own simple way, you may be the wisest of us all.”

Talking to someone on the phone is still an important way to communicate in business – you can get immediate feedback/acknowledgement, you can eliminate the back-and-forth aspects of texts or emails, and you can have the sound of your voice enhance your message.

You can also have more in-depth discussions. My former social media intern always calls me when she needs to discuss her next career move, although she usually emails or texts me with her regular communication updates.

 Here are six suggestions for using smartphones smartly in business:  

 1. Use a greeting, and give your name when answering the phone. Remember, it is a business call – you want to sound professional. Say “Hello” or “Good morning,” and then your full name, rather than just your first name.  You also need to include a verb – as in “Brittany Jones speaking,” or “This is Jake Jones.”  (Of course, if you know it is your colleague, you can simply say “Hi.”)

 2. Don’t place your phone on the table when meeting with someone. Since the smartphone has become so much a part of people’s lives, the phone is always “at the ready.” People put it on the table and don’t even think about it. This is rude. How does it look to the other person? It tells the person with whom you are meeting that you are so ready to drop him or her to talk with someone else, or to respond to an email or text! Research has shown that the presence of the phone inhibits conversation. (Additional guidelines for smartphones can be found in my new book, The Essentials of Business Etiquette.)

3. Do not use a Bluetooth headset in the office. It looks like a cockroach in your ear. (Yes, I do have strong opinions about this.) I am not talking about the hands-free headset that receptionists use. I am talking about headsets often used when people are walking and talking, making you think they are talking to themselves. Or even worse, you think they are talking to you, and may start to respond.  This thoughtless behavior by the headset-wearer is just rude. 

4. Use voicemail professionally. Many people don’t leave messages when making personal calls. They know that people will see that they called, and call them back. In business, people do leave messages. If you are the one leaving the message, make your points in as few words as necessary. If you ramble, people are likely to stop listening. Also, the outgoing message on your system – the one asking people to leave a message – needs to be appropriate. Saying, “Hey, you’ve reached me. You know the drill,” is not okay. Let people know the name of the person they have reached, and that you will call them back. 

5. Don’t speak too loudly. People still need to be reminded to speak in a quiet, conversational voice when they are on the phone.  If the people around you are giving you evil stares, chances are you need to lower your volume.

6. Do not make blanket excuses.  When sending emails from their smartphones, some people add a generic message at the end, such as: Please excuse typos and the brevity of this message. Sent from my mobile device. Mentioning possible mistakes only seems to highlight any that you have made. Take the time to proof and correct your messages before you send them.


Pachter & Associates provides training and coaching on business communication. For additional information, contact Joyce Hoff at joyce@pachter.com or 856.751.6141.

9 Guidelines for Posting Your Photograph on Social Media Sites

I couldn't make out his face.
She looks completely different from her photo.
I couldn't believe she had sunglasses on her head!

The comments above were made about photographs accompanying profiles on LinkedIn. Unfortunately, many businesspeople post photographs of themselves on LinkedIn and other social media sites that detract from their professionalism.

I have written about this before, but it’s a message that bears repeating: Your professional image is conveyed through your photograph. It’s part of the first impression you make on others. You should post a photograph that is professionally appropriate, and makes you look like a credible, approachable person – not like someone who just came from the beach.

In another life, I was a professional photographer – the first woman photographer at what was then one of the largest ten newspapers in the country – so I offer the following as my recommended guidelines for photographs used in any professional context:

1. Post a headshot. This type of photograph highlights your head/face, but often shows your shoulders and part of your chest. People can see you clearly in this type of shot. Avoid posting an environmental portrait, one that places you in a setting that relates to your profession, as your face is usually a smaller part of such a photograph. These pictures are often used as additional photos on a website, and are not recommended for headshot postings.

2. Choose a photo that flatters you. Sounds obvious, but people don’t always pay attention to their choices. I am not suggesting you need a glamour shot, but you should look like a competent professional in the photograph.

3. Use a clear, uncluttered background that is well lit. There shouldn't be any dark shadows obscuring your face. People must be able to see you clearly.

4. Make sure your face is in focus. The background may be slightly out of focus, but your features need to be sharp, not blurred. Let people see your eyes. Wearing dark glass hides them.

5. Wear appropriate professional or business-casual attire. Appear as you usually would in a business situation. This may mean that you are freshly shaven, or wearing make-up and jewelry. Do not let your accessories (earrings, necklace, glasses) overpower your headshot. Additional information on business dress can be found in my new book, The Essentials of Business Etiquette: How to Greet, Eat, and Tweet Your Way to Success (McGraw-Hill).

6. Look at the camera and keep your head straight. Women have a tendency to tilt their heads. Why? I don’t know. But I do believe they look less self-assured when they do.

7. Have a pleasant facial expression. If you are frowning or scowling, why would I want to hire or work with you?

8. Look like your photograph. If your photo is more than 8 to 10 years old, people may be very surprised when they meet you. If you had long hair in your photo and now have short hair, people may not recognize you.

9. Hire a professional photographer. If all of this seems overwhelming, hire someone who takes photos for a living. It’s worth the investment.

It had been almost 10 years since my last corporate headshot was taken, so I decided to practice what I preach – I hired a professional photographer (Maria Martins of Unique Imagery) to take my new photograph. Let me know what you think.

Pachter & Associates provides training and coaching on business etiquette and communication. For more information, contact Joyce Hoff at 856.751.6141 or joyce@pachter.com.
 

On a Job Search? Avoid These 6 Social Media Mistakes

A couple of weeks ago, a Human Resources person took me aside after an etiquette seminar and asked me to make sure I tell people that “asking to connect with an interviewer on LinkedIn right after an interview is considered pushy.”

Her statement got me thinking. In today’s world, social media has become an integral part of any job search. My son got his first professional position by responding to a LinkedIn job posting. I have gotten clients from Twitter. Yet social media hasn’t been around long enough for people to understand fully how easy it is to make career-limiting blunders with their posts/tweets/requests.

In addition to the above misstep on LinkedIn, in which the job seeker put the interviewer in the uncomfortable position of accepting or ignoring someone who hadn't yet been hired, avoid these 6 mistakes when using social media during your job search:

1. Posting interview details on Facebook. Keep your interview life private. Your friends only need to know that you are looking for work or have gotten a new job. If you announce on Facebook how wonderful your interview was with a particular company, you may have to announce the following week that you didn’t get the job. Ouch. Plus, other people now know there is an opening at that company, and they may apply.

 2. Not checking your equipment before interviewing remotely. One young man didn’t realize that the sound was not working on his Skype connection until his interview began. After an awkward few moments of trying to get the sound working, he had to do the interview on the phone, and felt embarrassed throughout the conversation. Additional information about conducting meetings via Skype can be found in my new book, The Essentials of Business Etiquette.

 3. Not keeping your social media sites appropriate throughout your entire job search. You will be checked out by prospective employers. People generally clean up their sites before they start a search, but often forget to keep them suitably professional throughout their search. It is very easy to post thoughtless comments and later realize that what you've posted isn't something you would want a prospective employer to see. The best way to avoid this mistake is to keep your sites professionally appropriate at all times.

 4. Tweeting comments about an interview. This mistake is similar to number one, but Twitter allows you to engage with people you know as well as those you don’t know, quickly and succinctly.  Most companies check their Twitter feed to see any comments made about them. A now-famous example of an inappropriate tweet after an interview came from a woman who tweeted: "Cisco just offered me a job! Now I have to weigh the utility of a fatty paycheck against the daily commute to San Jose and hating the work.”

 5. Not looking like your photograph on any of your social media sites. One woman was told by a recruiter that the company with whom she had just interviewed had felt deceived. In her LinkedIn profile she looked like a polished professional.  She showed up for her interview in casual, disheveled clothing and with a messy hairstyle, looking very different from her photograph.

 6. Using YouTube to quit your previous job. When you do land a new job, make sure you leave your current position in a respectful manner. Some people have recorded their creative resignations on video and uploaded them to YouTube. Very occasionally, this approach may work, but before you do anything so dramatic, make sure you aren’t burning any bridges. Remember, online is forever. Read more about quitting on YouTube in this linked Business Insider article.

Pachter & Associates provides career, business etiquette and communications training and coaching.  For more information, contact Joyce Hoff at joyce@pachter.com or 856.751.6141.  

Business Cards in a Social Media World

I recently gave my new business card to a potential client. She was impressed that my Facebook address (www.facebook.com/pachtertraining) was on my card, as she had seen few cards that provided that information. You can see the card at the end of the blog.

Business cards tell people what you do and provide a way for them to contact you. Because social media has changed the way we connect with our customers, clients, colleagues and employers, your card may need to include additional information – such as your addresses for Facebook, LinkedIn, Twitter, or your blog. You will have to decide how much to include, and how to do so without overloading your card.

To help you make a decision, you can ask yourself these questions:

1. Have I included the necessary information? Think about the majority of your potential clients and customers, and include on the card the information they will need. This usually means your name, your title, company name/logo, address, phone number, and email and web addresses.

2. What can I eliminate? Is the information on the card easy to read? Make sure your card is visually appealing. Can you eliminate your fax number? Do you need both your business and cell phone numbers? If you have a lot to include, use the back for the less-essential information.

3. Which social media addresses do I use for business? Include the social media addresses that help you stay in contact with your customers, clients, etc. If adding all your new links overwhelms the card, place them on the back. When you hand your card to someone, you can point this out by saying, “If you want to connect with me by social media, my addresses are on the back.”

4. Should I include a quick response (QR) code? These are bar codes that can be scanned by Smartphones to provide a link to your websites or LinkedIn profile. This suggestion was discussed in an article for job seekers on CareerBuilder.com. If you include a QR code, place it on the back of the card.

5. Is a photograph necessary? Most corporate cards do not include photographs, but you may want to include a photograph if you use your card for marketing purposes. Speakers will often have photographs of themselves on their cards.

Information on giving out your cards can be found in my book When The Little Things Count…And They Always Count.

Look Good! Social Media Guidelines for Photographs

I couldn’t make out his face.
She looks completely different from her photo.
I couldn’t believe she had sunglasses on her head!

The above comments were made about photographs on LinkedIn. Unfortunately, many businesspeople have posted photographs of themselves on LinkedIn, and other sites, that detract from their professionalism.

Your image is conveyed through your photograph, and it’s part of the first impression you make on others. According to Krista Canfield, a LinkedIn senior manager, “Folks who have a photo are seven times more likely to have their profile viewed in general than folks who don’t have a photo.”

You want to post a photograph that is professionally appropriate. You want to look like a credible, approachable person, not like you just came from the beach.

I mentioned the need for posting appropriate photographs in my recent article on BlogHer: Social Networking Etiquette in the Facebook Age. Since in another life I was a professional photographer – the first woman photographer at what was then one of the largest ten newspapers in the country – I offer the following as my recommended photo guidelines:

1. Post a good headshot. This type of photograph highlights your head/face, but often shows your shoulders and part of your chest. Check your current or any future photos against these characteristics for an effective headshot. Make sure that:

--You have chosen a photo that flatters you. Sounds obvious, but people don’t always pay attention to their choice. I am not suggesting a glamour shot, but you should look like a competent professional in the photograph.

--You are in front of a clear, uncluttered background that is well lit. There shouldn't be any dark shadows obscuring your face. People must be able to see you clearly.

--Your face is in focus. The background can be slightly out of focus, but your features need to be sharp, not blurred.

--You have worn appropriate professional or business-casual attire. Appear as you usually would in a business situation. This may also mean that you are freshly shaven, or wearing make-up and jewelry.

--You are looking at the camera and your head is straight. Women have a tendency to tilt their heads. Why? I don’t know. But I do believe they look less self-assured when they do.

--You have a pleasant facial expression. If you are frowning or scowling, why would I want to hire or work with you?

--You look like your photograph. If your photo is more than 8-10 years old, people may be very surprised when they meet you. If you had long hair in your photo and now have short hair, people may not recognize you.

2. Use an environmental portrait, when appropriate. This type of photo places you in a setting that relates to your profession. This is generally a wider shot and your face is a smaller part of the photograph. These pictures are often used as additional photos on a website, and are not recommended for headshot postings. My good friend and garden writer Denise Cowie has a great portrait in a garden on her Facebook page.

3. Hire a professional photographer. If all of this seems overwhelming, hire someone who takes photos for a living. It’s worth the investment.

Are You Listening to Voicemail Messages?

“Don’t leave me voicemail messages. I don’t listen to them anymore,” my college-bound son proclaimed. He added, “I can see that you called, and I’ll call you back.”

As I thought about my son’s statement I realized that I don’t always listen to messages left on my Smartphone. Last week when I was giving a seminar my husband left a message. At break, I returned his call and nervously asked, “Is everything Ok?”

He responded, “Didn’t you listen to my message?”

I answered truthfully, “No, I didn’t.”

“Isn’t that a breach of etiquette?” he questioned. “If I take the time to leave a message, shouldn’t you take the time to listen?” (Ouch! He has lived with me too long!)

Since my husband rarely contacts me at work I was worried that something had happened. A phone call would allow me to respond immediately.

Saving time is one of the reasons people give for not listening to their messages. Others include that some callers leave messages that are too long or never give the reason for the call. Also, returning calls on your Smartphone is very quick and easy to do.

But before you stop listening to voicemail messages, consider these etiquette guidelines for the workplace:

• Make sure you listen to any client’s, customer’s or boss’s message. You may learn some valuable information.

• Don’t inconvenience people. If you obtain the needed information from a message, you don’t need to interrupt the person with a call.

• If you didn’t listen to the message, let the person know.

• Don’t play games. One manager will tell the caller that he didn’t listen to his or her message when he did. He believes that some employees leave messages to avoid difficult conversations.

• Leave messages that get listened to. Don’t get known as long-winded. Say what you have to say succinctly. Speak clearly and let the person know what you want.

There still may be times when you ignore the message and call back. I usually don’t listen to my sisters’ messages. I know they are going to say, “Call me!”

Avoiding the Seven Deadly Sins Committed by Workers

A colleague of mine told me that she had to fire one of her employees since he hadn’t shown any initiative in her fast paced, creative work environment.

I thought for a second and responded that he committed one of the Workers’ Seven Deadly Sins—the work traits that get employees ignored, not promoted or even fired.

In today’s highly competitive workplace, you want to be seen as a valuable and vital employee. As we start the New Year, ask yourself if you exhibit any of these traits and resolve to eliminate them if you do.

1. Not showing initiative. Are you trying new or better ways to accomplish your work? Be proactive. Is your employer gaining anything extra from you? As my colleague’s employee found out, most employers want you to go above and beyond.

2. Paying little attention to details. Are there mistakes in your work? Notice the little things, proof your writings and double check any numbers. There can be consequences if you don’t. One engineer wrote the wrong house number on a work order and his employees ripped up the wrong driveway.

3. Not offering to help. You come across as a team player when you do. One young woman would ask her boss before she left for the day, “Is there anything else I can do for you before I leave.” She quickly rose up the corporate ladder.

4. Not staying current with changes in your profession. You don’t want to be left behind. Continue learning. Stay abreast of any trends in your field. Take advantage of any training your company offers. Stay up-to-date with technology, including social media.

5. Not being friendly. People don’t like to work with others that ignore them. Smile. Make an effort to say “hello” “good morning,” etc. to people that you know and don’t know.

6. Not conveying enthusiasm for your job. Show interest in your work. Be eager to get the job done. Arrive on time or early. Stay late when necessary. Give sincere compliments. Speak well of others, avoid downbeat topics and stop complaining. Don’t criticize your employer, boss or co-workers on your social media sites.

7. Not having a professional demeanor. You want to convey a confident and credible image. Be aware of your verbal and nonverbal communication. Are you speaking too softly or loudly? Are you dressing appropriately for your position? Do you use filler words (“ok,” “alright,” “like”) that take away from your comments?

Twitter Use Increasing…New Book Offers Guidelines

GREET! EAT! TWEET! 52 Business Etiquette Postings To Avoid Pitfalls & Boost Your Career is available and couldn’t have been timelier.

A recent survey by the Pew Research Center found that Twitter is used by 8 percent of online Americans. And 72 percent of Twitter users post updates about their personal life, activities or interests—which means there can be lots of opportunities for people to tweet comments that can affect their careers. Remember the headline: Twitter Can Get You Fired In 140 Characters Or Less.

Clearly there was a need for a business etiquette book that includes advice on Twitter, and other social media platforms.

GREET! EAT! TWEET! is my ninth book on business etiquette and the only one to discuss Twitter, Facebook, LinkedIn, Blogs, YouTube, etc. My first book, The Prentice Hall Complete Business Etiquette Handbook, in 1995, helped set the standard for the relatively new business etiquette field, but had very little about technology in the workplace. The books that followed in 2001, 2004 and 2006 did discuss technology, including e-mail, voicemail, cell phones and the Internet. They didn’t include information on Twitter. It wasn’t possible as the first Twitter status update was sent on March 21, 2006 by Twitter co-founder Jack Dorsey.

This latest book is a compilation of 52 of my favorite blogs, and as a result, uses social media to continue to establish etiquette guidelines for the ever-changing workplace. Weekly blogs discuss the most current and up-to-date ideas and recommendations as they evolve from today’s world.

Businesspeople like the timely commentary and suggestions that the blog delivers, and asked me to create an easy-to-read guide for quick reference. Topics in GREET! EAT! TWEET! include:

• Tweets, Posts and Requests: Avoid Costly Mistakes With Social Media
• Mistakes People Make When Calling or E-mailing a Potential Client.
• Be Career Smart: Maintain a Positive Attitude in Tough Times
• Social Networking Tips for Professionals
• How To Disagree Agreeably: An Etiquette Tip From the President
• New-Job Jitters: Tips for Workers Returning to the Workplace

Whether you are new to the workplace, eager for a promotion or desperately seeking employment, GREET! EAT! TWEET! will help you project a professional image in today’s competitive business world.

Signed copies are available from my website www.pachter.com. Other outlets include Amazon.com or bookstores.

Happy holidays and best wishes for a great 2011!