IN THIS ISSUE...

Tip of the Month

When you are traveling for business, always dress to reflect your professional status. Even when you are in transit, do not dress down as you never know what might happen. You could lose your luggage and have to show up at an important meeting wearing old jeans and a tee shirt, or you could meet a potential client en route whose first impression of you might be less than favorable

Hotel Who's Who

Many people aren't familiar with who is who at a hotel, or whom to ask for a particular service. Here are a few of who is who:

The Doorman
Although there is no reason a woman couldn't hold this post, it seems to be a man's domain for the most part. Everything on the outside of the hotel is his territory. He handles the greeting and departure of guests, directs the traffic flow and handling of cars and taxis, and usually coordinates the loading and unloading of luggage with the Bellman. Tip the Doorman $1-$3 depending on the service.

The Bellman
Also a post most often held by a man, the bellman takes the luggage from your cab or car to the front desk and handles the inside hotel needs of the guest. His work inside is coordinated by the concierge. Tip the Bellman $1 per bag or $3-$5 if there are a lot of bags.

The Concierge
He or sometimes she, is an information source and a resource who responds to guests needs. This could include tickets to events, dinner reservations, arranging for flowers, or having alterations done on your new suit. His role is to make your stay as pleasant as possible. Tip the concierge $5-$10 for making reservations or getting tickets. No tip is required for minimal services such as telling you where to go shopping.

Safe and Sound - Tips on Hotel Safety

If you are traveling to a conference in an unfamiliar area always be conscious of your personal safety. Business travelers can be especially vulnerable as they are usually conspicuous: well dressed and encumbered with equipment or luggage. Be alert and aware of what is going on around you. Never leave your luggage and walk away, or set your briefcase down without keeping your eye on it.

When checking into the hotel, if the desk announces your room number to the bellman, ask for another room and stipulate that it not be announced. This is especially important for female travelers. Ask for a room near the elevator so you don't have to walk down a long corridor to your room.

Here are a few safety tips to consider when staying in a hotel:

• Book a room between the 2^nd and 7^th floors because you can easily walk to the ground floor in case of an emergency and most fire equipment can't reach much higher than that.
• Note the location of fire exits.
• Never open the door to an unexpected person even if they say they are an employee of the hotel. Always check with the front desk first.
• Be sure the telephone works.
• Lock the door when you are in the room.
• Always ensure the windows and connecting doors in your room are locked.
• Keep your key in the same place in every room you stay in so you don't have to search for it in the event of an emergency. On top of the television is a good place.
• Don't display your room key in public, on a restaurant table, in the gym or anywhere it could be easily stolen.
• Never leave money or valuables in the room.
• Secure sliding doors and windows.
• Enter and exit the hotel through a well-lit main entrance.
• Park in a well-lit area. Use a guide service if available.

The Business of Business Cards

Why be concerned about the presentation or maintenance of your business cards? Because your business card speaks for you when you aren't present. If you want your business card to shout, "hey make use of me," then you'd better make sure it is professional looking and offered correctly.

In North America there are no hard and fast rules or rituals associated with the exchange of business cards as there may be in other countries such as Japan.

Your decision to present your card will depend on the situation and how well you are acquainted with the participants. In a first encounter you will likely present your card when it is most comfortable to do so. It usually signals the end of a first meeting and indicates you may be willing to continue dialogue at another time.

Sometimes it is done at the beginning of a meeting. For instance if you are a visitor you may present your card to the receptionist and then present another to the host. In these cases the card functions like social calling cards did in the old days, announcing your identity, your presence, and intention to conduct business.

In group situations, receiving cards at the beginning of a meeting can help keep a cast of characters straight. If there are a number of people in a meeting or you are unsure of someone's correct name or title, you can ask for cards before the meeting starts and adopt the Japanese custom of spreading them out on the table.

What do you say when you swap cards? "Do you have a business card?" or "May I have your business card?" When you present your card you might say: "Here's my card—feel free to call me if you have any other questions." If you wish to offer your card to a long time associate you can say: "Did I ever give you my card?" or "I've been meaning to give you my card."

It is not polite to refuse a request for your card. If you really don't want someone to have your card you might just say: "I'm sorry, I neglected to bring them with me," or "I'm sorry, I am all out at the moment."

Accept politely any card that is offered; you can throw it out later if you don't want it. Say thank you, examine it briefly, and make an observational comment such as; "Oh I see you have an office in New York." When you receive a card put it in your jacket or purse/wallet never in your hip/back pocket. Here are some basic business card etiquette tips:

• During an office visit if the host does not offer a card, you as the guest can request one before leaving. If cards are in a holder, ask first before taking one.
• Carry cards to a social event in case the opportunity to network presents itself but don't turn a garden party into a sales presentation. In a group or party situation, card exchange should be private.
• Don't hand out your card during a meal; wait until it's over. Don't give out cards during a private dinner party unless asked to do so. It blurs the business/social lines of the situation.
• People sometimes pass out their business cards as if they were dealing at a poker game. That is unprofessional. You want your card to be respected and valued, which it can't be if it is randomly distributed. An appropriate card exchange most often occurs between 2 individuals at a time. Be selective in distributing your cards. Your policy should fall somewhere between handing out your cards indiscriminately which devalues them, and hording them.
• Use your card to represent you by enclosing it when forwarding materials. However, it is not appropriate to enclose a business card in correspondence that has personal or emotional content such as a note of condolence.
• The protocol of exchanging business cards follows that of the handshake. Usually the senior or higher ranking person starts the process. Wait for the senior executive to ask for your card first. It is impolite to ask for the card of someone in higher rank than yourself . Think twice before approaching the CEO of your client's corporation and asking for his or her card. Wait to be introduced, it shows respect for both your client and the CEO.
• Make sure your cards are readily available in a pocket or briefcase. A card case is a good investment, it keeps your cards neat and adds to your professional demeanor. To avoid fumbling in pockets or purses, always keep cards in the same place. A good location is the inside pocket of your suit or jacket. Of course they should be in good shape not soiled or tattered.
• Present your card so the print faces the recipient.

Name Tag Etiquette

• Wear a pin-on or clip-on name tag on your right shoulder.
• Don't wear your name tag outside the convention hall. Slip it in inside your pocket or purse while you go to and from meetings.
• If your name tag is not preprinted and you have to write it yourself, don't write "Mr.", "Mrs.", or "Ms." in front of your name. A professional title such as "Dr." may be added depending on how much you wish to advertise your credentials.
• At business events it is appropriate to add your job title under your name. Unless the event includes only fellow employees, also add your company name.
• A spouse's name tag should include the company members name placed in brackets on the second line:"Donna Jones" followed by "(James Jones)." If a female spouse has retained her own name, the tag should read "Nancy Black" with "(Mrs. Greg Parker)" below.

Ruder Than Rude

We have all encountered rudeness in everyday life. Sometimes, however, there are situations which are so bad they are almost unbelievable. Here is your chance to tell the world about your most outstanding experience with rudeness.

Here are the latest outstanding experiences friends have shared:

"I was attending a conference in a 5 star hotel and enjoying the plenary breakfast with a table of other attendees. One guest used her knife to help herself to some jam in a dish on the table. She spread it on a croissant, licked her knife clean and then took more jam from the dish with the same knife. Needless to say, from that time on I only use jam if it is in portion packs."
     - M. Neville, Meeting Coordinator, Edmonton

"I was returning on a red eye flight from Vancouver and took the airport bus to downtown. A fellow passenger on the 45 minute ride took the opportunity to call everyone he knew on his cell phone. He spoke in a very loud voice. I heard everything about his time in Vancouver, "I love you honey and I miss you," and even more ridiculous, all the information about a property he was considering buying and the financing he was trying to arrange. I could have been a competitor, and client, or an employee of one of the business he spoke about. It was annoying, rude and inconsiderate. I gave him the evil eye when I got off the bus."
     - L. Kingston, Sarnia

Improving Your "Mingle-Ability"

The trade show and convention season has begun, and chances are at some point you will be expected to attend a work related event. They present a great opportunity to make contacts and acquire information about what's happening in your industry.

When you attend a trade show or convention your actions are not completely your own. The people you meet see you as a representative of your company, and as such you owe a certain level of conduct to the company that signs your pay cheque. Remember that you are an employee at all times when at conventions and trade shows—even in the evenings. Don't confuse business entertaining with social events.

You should write an "elevator summary" about your company; a two minute description of what your company does, its products or exciting news about the company that is public knowledge. That way you will be prepared to answer any questions in a professional manner. Avoid sharing any information that might be confidential, or saying anything negative about the company, its employees, or management.

Every conference or trade show involves meeting and interacting with new people. If you are less than confident about meeting people or walking into a room full of strangers, learning the art of mingling effectively is a valuable skill in business and can be vitally important to your career. Mingling demonstrates that you are a friendly, confident, and outgoing person who is interested in other people.

Take a deep breath and pin a name tag on your right shoulder. That way, when you shake hands, the other person can easily see your name tag. When you shake hands the eye automatically travels up the arm to the right shoulder and eye contact is made as you shake. Searching for a name tag hanging around someone's neck at mid chest level is awkward and embarrassing.

Most conferences will involve a "meet and greet" gathering or a cocktail party before a formal dinner. Woody Allen said "80% of success is just showing up." Utilize the following strategies to improve your mingle-ability:

• Do your homework before an event. Find out who might be attending and what key people you want to meet. Brush up on current events, today's news stories, movies or sporting events so you can engage in small talk. Avoid controversial topics such as religion and politics.
• Visualize yourself meeting strangers, shaking hands, making introductions and opening conversations.
• Enter the room directly, purposefully and with confidence. People watch the entrance to a room so use this to your advantage and establish your professional presence.
• Remember what your mother told you, "keep your head up and shoulders back." Good posture not only makes you look more confident, it also makes you look thinner. Carry yourself like they paid you a million dollars and they got a bargain.
• Walk into a room and step to the right then pause briefly to make yourself visible and to spot key persons.
• Walk to the middle area of the room, not to the corner or wall and definitely not directly to the bar or the food. If you think you might be hungry, eat something before hand so you won't appear too hungry.
• Circulate and make yourself known to key persons and peers.
• Introduce yourself to others by stating your name, your company and something about yourself. Ask permission by saying "excuse me, may I introduce myself?" Avoid approaching two people who appear deep in conversation.
• Keep your right hand free; don't carry food or drink in this hand.
• Shake hands with everyone you meet. Avoid gestures of affection which may be misinterpreted.
• Don't forget to smile, smile, smile. It is a powerful communication tool and one of your most valuable assets.