Tema 4 Business: Greetings and Presentations PDF

Tema 4 business: greetings and presentations. Greetings: When starting a conversation, whether in person, by telephone or online we will use these socially accepted codes, commonly known as greetings codes. In Spain, the greeting is de ne...

Tema 4 business: greetings and presentations. Greetings: When starting a conversation, whether in person, by telephone or online we will use these socially accepted codes, commonly known as greetings codes. In Spain, the greeting is de ned by the RAE as “a word, expression, gesture, or any other act that a person makes to another when they meet, part, and to show courtesy and affection.” Greetings are the beginning and the ending of a meeting; it is how we make a rst impression, which is critical, and also the last impression It allows you to “connect” from the beginning but more than that can “disconnect” you from your counterpart creating a “wall” to jump. ✓ Within the different ways of greeting, we nd two elements that compose it; - on one hand the spoken or written conversation and ✓ when meeting in person, gestural communication. ✓the greeting will change depending on the environment; family, social, intimate, friendship, work or professional ✓ In Spain usually when we meet with an acquaintance we great them from an average distance with the word “hola”, although the option “ buenos días, buenas tardes o buenas noches “ depending on the time of the day, is gaining popularity. ✓In the same way we will use the “usted” to show our respect. ✓In Spain usually when we meet with an acquaintance we great them from an average distance with the word “hola”, although the option “ buenos días, buenas tardes o buenas noches “ depending on the time of the day, is gaining popularity. ✓In the same way we will use the “usted” to show our respect. ✓These words will be joined by lifting the right hand and moving it up and down. That same gesture will also be used to say goodbye along with an “adiós “ or “ hasta pronto “. ✓ Another common gesture made by Spaniards is to give two kisses, one on each cheek. It’s usually done between people who already know each other from before or that have a certain degree of con dence. ✓ Who decides? fi fi fi fi  ✓ When doing business, the woman will be the one to decide whether she wants a handshake or prefers to give two kisses to the person she meets, being simpler and more formal to just shake hands because it is a gesture accepted in the international society when doing business. ✓Another type of gesture that Spaniards normally make as a standard greeting in relaxed environments is giving a hug. This gesture will be accepted if made with friends or family. ✓Read the article of shakehands and do per groups a summary of the importance of a shakehands (maximum 60 words ) Presentations ✓ In case of being in the situation of not knowing the other persons, we begin by presenting all of the people who will interact in the conversation, as a courtesy with a handshake and a “encantado de conocerle” (professional environments) or “encantado de conocerte (social environment). ✓ If we are in a work meeting, we will use their last name with a “Sir” or “Mrs.” and accompanied by the position or responsibility they have and the company they work for. ✓ You won’t have to use “usted” if the other person asks you not to do this, although for business issues, as discussed I recommend it at all times ✓ You always introduce the young executive to the senior one and he will never address the older person or senior executive by his rst name unless expressly told to do so. ✓ If you are at a meeting with some guests, introduce them to your boss rst. ✓If you go into a meeting, shake hands with your host rst, afterwards with the most senior people and then with your peers Business Cards ✓ Giving business cards when doing business with Spaniards is an important factor, it is also our image (think about that). ✓ In Spain, there isn’t a preset time to give out the cards, it usually depends on the partners, or the environment in which the meeting takes place, the best is the beginning. fi fi fi  ✓ We can give them with either hand, with the data facing the receiver. Upon receipt, we should look at it or either put it on the table as mentioned above, or place it in our wallet. ✓If we are given a card, we must also give ours. ✓ If you are meeting a senior executive, wait until he or she asks you for your card instead of pushing it to him. ✓If there is a large group of people you don’t know, don’t go around the place giving cards away. This does not look professional at all. Wait a bit and exchange them with the people you end up having a longer conversation with. (news boy sindrome) ✓ Make sure your cards are in good condition. No soiled or defective business cards should be exchanged. Remember they re ect on you and the company which you represent. Meetings ✓ The best time for conducting visits will be between 9 am and 2 pm, in summer and between 9am and 2pm or 4:30pm and 8pm during winter. ✓ They tend to be more common in the morning and I recommend checking your appointments and meetings the day before by making a phone call. ✓ Before beginning the negotiations, it is normal to talk about general/neutral topics such as football, the weather or the media. ✓ Only water will be served during meetings, after/during the meeting they take a coffee break or snack, depending on the time of the day. ✓ In Spain, the process of making decisions is very slow, with an often exorbitant bureaucracy where you never know who’s responsible for making the nal decision but depends on the company. ✓ Check the calendar and holidays of the place you’ll visit for business purposes. ✓ When you enter the room where the meeting is going to be held, make sure you wait for the person in charge to motion you to your seat or for the chairman to ask everyone to take their places. ✓ Anywhere you are, be interested in what other people have to say, even if you are not. Do not interrupt someone who is talking. If you are part in a conversation, wait for the other person to nish before you give your point of view. fi fi fl ✓ Make notes of the interesting views you listen to at the meeting. Most importantly, think well before you speak. ( Also someone has to do the meeting notes) ✓ You will probably receive people in your of ce to have meetings. ✓ End ongoing phone calls before your visitor comes in and be on time (time has the same value for everybody) ✓ If you have removed your jacket in order to be comfortable inside your of ce, put it back on before you let your guest come in (respect). Even in summer ✓ When he comes into your of ce, always stand up to greet him and shake his hand. ✓ If the person who came to see you is very important, go nd him at the reception area and escort him to your of ce. ✓ Show him his sit and remain standing up until he takes his. ✓ Be concise and leave as soon as the meeting is over. Don’t dwell. Everyone is busy. Restaurants ✓ Remember that the aim it is NOT to have a good time but something you must know in advance to prepare everything (subjects, positions, food..) ✓ You need to have prepare small talks, probably more than half of the time will be dedicated not to business. ✓ Try to ask more than talk and once you nd something interesting for your visit talk about it, let him speak. ✓ For example it is important to de ne who is going to go, to de ne the right number and the best person for each counterpart ✓ Know your colleagues, professionally and socially. ✓ Know everything relevant to the negotiation and the people involved. ✓ Plan ahead and know your objectives. Have a strategy, a game plan. ✓ Discuss all the alternatives, always with your objective in sight. fi fi fi fi fi fi fi fi ✓ The more you plan, the least you will have to improvise. ✓ Learn to control yourself; the best decisions are the ones made when you have had time to think them over and not the ones made in the heat of the moment ✓ Know your colleagues, professionally and socially. ✓ Know everything relevant to the negotiation and the people involved. ✓ Plan ahead and know your objectives. Have a strategy, a game plan. ✓ Discuss all the alternatives, always with your objective in sight. ✓ The more you plan, the least you will have to improvise. ✓ Learn to control yourself; the best decisions are the ones made when you have had time to think them over and not the ones made in the heat of the moment. ✓ First of all, there is the restaurant staff you should know. ✓ How many actors are in a restaurant? ✓ The “Maitred ́” is the headwaiter. He is the one in charge of the dining room and the one who greets you when you arrive and sits you at your table. ✓ The “Captain” is the person who takes your order and supervises the service at the table. ✓ The “waiter” is the person who serves you at the table. The “bus boy” is the person who lls the water glasses, removes plates and cutleries from the table, brings the bread and butter and so forth. ✓ First of all, there is the restaurant staff you should know (cont.). Who is the sommelier? ✓ In some restaurants, where there is an important wine cellar, there is also a person called “Sommelier” who is in charge of the wine list. ✓ He is the one who will show you the wine list, make suggestions, present the wine chosen for your approval and serve it. fi  ✓ He is dressed in uniform and has a large chain around the neck which holds a silver tasting cup. ✓ Not all restaurants have a Sommelier on staff, in which case, the Captain will take the order of the wine If you are the host: ✓ take your guests food preferences into account when making the invitation. ✓ The restaurant selection is very important, the food , the place and the space for your table (position, noise, con dence) ✓ It is always polite to give them a few different choices from where to decide. However, it would be best if you know the choices before hand, so there are no unpleasant surprises when you get there. ✓ After the choice has been made, call the restaurant to make a reservation. Always make sure to give the necessary information: date, time, number of guests, your name, the place/room. ✓ Arrive in advance so you will have time to check everything before your guests get there. ✓ You may wait for your guests at the table or at the bar, if there is one. ✓ If you choose to wait at the table, do not start eating the bread before your guests arrive. ✓ Order something to drink and offer a cocktail to your guests as they come in. ✓ The Maitre d ́ shall guide the guests to the table as they arrive. Since you are the host, greet them by standing up. ✓ The host should always be facing the main door or entrance. And the hostess should always be in front of him. Why the host must be in front of the entrance? ✓ The main host should never turn his back on the main entrance. If there is no front door, or the placement is not good, the host should sit facing the main window. ​ fi ✓ The guest of higher rank or age sits to the right of the host and the senior lady sits at the left of the host. The right side is the most important place at the table, unless the presidency is transferred. ✓ In some cases, due to the importance of the guest you may let them sit in your place; in this case the host is located to the left of the guest (and not to the right as one might think at rst). ✓ Once the hosts are seated, alternately left and right the other guests will be seated, both women and men. ✓ When making a guest list you must try to invite the same number of men and women. ✓ Even though it may be a business meal, as you are the host, do not go into business right away. The beginning of the meal should always entail general and relaxing conversation. ✓ Business should be discussed later, more or less when the main dish is brought up. ✓ Keep the conversation light and relaxed. Avoid controversial and depressing subjects. ✓ Do not order something you do not understand. ✓ You may suggest to your guests to try something special that may be the most expensive item on the menu. By doing so, you are letting them know that it is alright to order anything they want. ✓ As the host, let your guests be served rst and you should remember what they ordered in order to make sure they are served properly. ✓ The signal to end the meal is to ask for the check or, if the host has taken care of the bill discretely, when he or she announces it. If you are the guest: ✓ Always be on time. If you must cancel the lunch or dinner beforehand, call your host personally and apologize for it. Give him all the necessary explanations and reschedule for a later date. ✓ When you arrive, if your host isn’t there yet, go to the table and sit down. ✓ Do not unfold the napkin or eat the bread. You may also wait at the bar, if there is one. fi ​ fi ✓ When it is time to order, do not order the most expensive course on the menu, unless your host has encouraged you to do so. ✓ Follow your host’s lead regarding suggestions. Sometimes, it is better to tell your host what you need and let him call the waiter to take care of it. ✓ If you order a dish that takes a longer time to prepare, ask your companions to go ahead and eat as soon as their food arrives, otherwise, it will get cold. ✓ Select dishes that are easy to eat. Eat slowly and watch your manners. ✓ Do not tuck your napkin into your shirt or blouse. ✓ Do not put your elbows on the table, at least when there is food in front of you. During the lunch /dinner: ✓ If no one is ordering alcohol, do not order it yourself. ✓ Watch the noise volume at the table. ✓ Do not go around the restaurant talking to other people at other tables. Wait until you leave to quickly say hello on your way out. ✓ Do not ll the table with papers and les that will disturb the service by the staff. ✓ Do not continuously look around the room. Keep focused on your table and your dinner companions (typical mistake in good restaurants). ✓ fi fi