MENTORSHIP PROGRAM

Nurturing Brilliance, Transforming Generations 28 YEARS

OF EXCELLENCE
FOUNDATION FOR EXCELLENCE
MENTORSHIP PROGRAM

ETIQUETTE
Session II
Time of Session
Topics covered in the session:
(1-1.5 hours)
Workplace Etiquette-
• Interview Etiquette
• Telephone Etiquette
• Conference Call Etiquette
• Email Etiquette
CONTENT

Objectives
• To get useful tips for Workplace Etiquette

Pre-reading for Mentee / Assignments Due

Recording your interview - Please refer to the questions given below and record a short video of yourself answering these questions.
• Tell me about yourself.
• What are your career goals, and how are you preparing to achieve them?
• How has your college experience prepared you for your career?
• What do you consider to be your greatest strengths?
• What do you consider to be your weaknesses?

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SESSION FLOW

Action Item Time

1 Recap of previous session on Etiquette 5 min

2 Discuss the following topics (content provided) 40 min

Workplace Etiquette:
1. Interview
2. Telephone
3. Conference call
4. Email

3 Activity on Interview Etiquette 25 min

4 Session Wrap-up: reflect on what 10 min

1. You did
2. You learnt
3. You found interesting
4. Questions about the content

5 Session Feedback Post Session

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INTERVIEW ETIQUETTE (THE 5-PART INTERVIEW)

The interview is the final hurdle most people have to cross in getting a job. Being chosen for an interview means
someone is interested in your skills, knowledge and experience. The interview process has five distinct parts.

Start of the
Before the interview Interview End of the interview After the interview
interview

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BEFORE THE INTERVIEW

• Learn as much as you can about the company before the interview. Do some research: find out what services/products the company provides,
how long they have been in business, whether the company is growing, the company’s reputation, etc.
• Know the interview location (and, if appropriate, the floor of a building, and/or office number) to avoid last minute stress.
• Arrive about 10 to 15 minutes early for the job interview (If you are running late, do phone the employer to let them know).
• Show enthusiasm in the position and the company at all times. Carry all the required documents asked for the interview (CV, degree
certificates).
• Dress professionally- Do not wear loud clothes, be conservative
1. Women: dress, skirt, dress pants with a nice blouse or Indian formals.
2. Men: pants (not jeans!), collared shirt, tie, sport coat and shoes.
3. Hair should be clean and combed. Fingernails must be clean with no gaudy polish. Keep perfume, cologne and aftershave to a minimum.
Brush your teeth and don’t forget deodorant.

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THE START OF THE INTERVIEW (BEGINNING)

• Inform the secretary/receptionist that you have an interview, whom it is with, and the time of the interview.
• Turn off or mute your cell phone.
• When you meet the interviewer, look straight into his/her eyes, shake hands firmly, introduce yourself, smile, be confident and
wait until you are offered a seat.
• Remember body language and posture: sit upright with your shoulders back. Don’t slouch.
• DON’T: Smoke, chew gum, curse, put your hands on items on the interviewer’s desk, fidget with rings, pens, ties, change, or
other things in your reach.

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THE INTERVIEW (MIDDLE)

• Stay positive with your attitude and your answers.

• Know your resume and portfolio well and be prepared to answer questions about them.
• Be honest with all answers.
• Be thorough with your answers. Never answer with just a “yes” or “no.” Always provide explanations and examples.
• If you don’t understand the question, ask the interviewer to explain.
• Pay close attention to what the interviewer is saying.
• Organize your thoughts before speaking.
• DON’T: Emphasize your weaknesses. Draw attention to negative attributes such as poor attendance, grades, being fired,
etc. Criticize former employers, coworkers, or school personnel. Discuss personal issues, good or bad, which are irrelevant.
Discuss salary or benefits unless the interviewer brings it up first.

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THE INTERVIEW (END)

• Prepare to ask relevant questions about the job. Example:

1. Can you describe a typical day for someone in this position?
2. What is the top priority of the person who accepts this job?
3. What are the day-to-day expectations and responsibilities of this job?
• You may be offered the job immediately. In that case, you should ask about specific salary, benefits, and work hours. You do
not have to give them an immediate answer. Ask for a day to think about it.
• If you are told you will be contacted, ask about how long it will be. Offer to call in a few days to find out the decision. This
shows your continued interest.
• Make sure the interviewer knows how best to contact you and that you are available for any additional information that may be
needed.
• Thank the person for the interview and their interest in you as a potential employee. Shake hands firmly on the way out.

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THE FOLLOW UP

Send the interviewer a thank-you letter soon after the

interview.
Why People Aren’t Hired At Interviews?

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TELEPHONE ETIQUETTE

Telephone communication for most of us, continues to be the most convenient way of making a
conversation. Remembering to use proper telephone etiquette will ensure an effective
communication.

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TIPS FOR TELEPHONE ETIQUETTE

• Greeting: Begin the phone call with an appropriate greeting like Hello or Good Morning/ Good Afternoon.
• Introduce yourself before getting into any conversation: I am and may I speak with .
• Do not eat or drink while you are on telephone.
• Be clear and use simple language while communicating.
1. Do not use slang words
• Find some quiet place to talk.
1. Blaring noises, such as the television or road traffic can interfere with both your listening and communication skills, making it
difficult for a conversation.
• Be sensitive to the tone of your voice. Be enthusiastic, natural, attentive and respectful.
1. Do not sound overly aggressive or pushy

Refer the suggested activity

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below 2
CONFERENCE CALL ETIQUETTE

Conference call etiquette is different than “regular phone” etiquette. It becomes increasingly important the more
people there are on the call, and even more important when there are cultural and language barriers.
• Dial in to the conference call number on time.
• Announce yourself (when required) - “Hi everyone, I am ‘your name’ from ‘company name’ .”
• Mute yourself to avoid background noises in the call.
• Take notes if necessary.
• Have a list of input/questions ready.
• Be pleasant to the end.

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EMAIL ETIQUETTE

There is a big difference between using email for work

and for communicating with friends and family.
Please watch the video together:
Here is a short video on email etiquette.

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DO’S & DON’TS OF EMAIL ETIQUETTE

• Include a subject line that “helps” the reader - A meaningful subject line helps to clarify what your message is
about and also might help the reader to prioritize reading your email.
• Email should mimic a written letter. Always begin with Dear…. – and end with Sincerely. Sincerely is often the
best “professional” choice for a closing.
• Use business language, spell check, and avoid abbreviations.
• Avoid using ALL CAPS - ALL CAPS USUALLY MEANS YOU ARE SCREAMING. NO ONE LIKES TO BE
YELLED AT, EVEN IN AN EMAIL
• Do not use jokes, witty remarks, or sarcasm - Jokes and witty remarks may be inappropriate and often do not
translate well in email (since the reader decides the “tone”).
• Keep the communication short and to the point - Anything long or complex should be addressed in person or
over the telephone.
• Reread before hitting “send” - Once you hit “send,” there is no turning back!

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ACTIVITY 1

MOCK INTERVIEW
TIME: 20 MINS

• Tell me about yourself.

• Why did you choose to be an engineer/ doctor ( as the case may be)?
• What are your career goals, and how are you preparing to achieve them?
• What do you consider to be your greatest strengths? Weaknesses?

Refer the suggested activity

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below 6
MOCK INTERVIEW EVALUATION

Rate the student on a scale of 1-5 (5 is the highest/best score)

1 2 3 4 5

Listened closely to questions

Answered questions completely, yet briefly

Greeted interviewer by name

Thanked interviewer

Emphasized qualifications

Pointed out work-related skills

Displayed enthusiasm

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MOCK INTERVIEW EVALUATION

1 2 3 4 5

Focused on strengths; avoided weaknesses

Acted in polite manner

Stayed calm

Responded to questions promptly, but not hurriedly

Asked appropriate questions of the interviewer

Spoke clearly and at a reasonable volume

Demonstrated knowledge of the field/company

Avoided use of phrases such as “um” & “you know”

Stated career goal(s) and related it to position

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FURTHER READING

1. http://blog.ted.com/5-e-etiquette-tips-to-practice-on-a-date-or-at-tedglobal-2011/
2. https://www.youtube.com/watch?v=q0HzDxU6uro
3. https://www.forbes.com/sites/robasghar/2014/04/22/27-etiquette-rules-for-our-tim es/#74619a83dc30
4. https://www.thebalance.com/email-etiquette-525535
5. http://www.advancedetiquette.com/2012/01/8-telephone-etiquette-tips/
6. http://www.etiquettetrainer.com/tag/professional-attire/
7. https://www.thebalance.com/top-job-interview-etiquette-tips-2061360
8. https://www.themuse.com/advice/the-10-rules-of-interview-etiquette/

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REFERENCES

1. http://www.advancedetiquette.com/2012/01/8-telephone-etiquette-tips/
2. https://www.entrepreneur.com/article/247012
3. http://www.businessnewsdaily.com/8262-email-etiquette-tips.html
4. http://www.job-interview-wisdom.com/interview-etiquette.html

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THANK YOU

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