Business Etiquette: Mobile Phones and Computers

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I. Mobile phone etiquette – gaining increasing attention 　　Using mobile phones recklessly in social or professional settings has become one of the biggest threats to good manners, and thus mobile phone etiquette is receiving more and more attention. Abroad, outlets such as those of Telstra in Australia have adopted the approach of providing customers with brochures on \"mobile phone etiquette\" to promote proper behavior when using mobile phones. 　　So what should one pay attention to when using a mobile phone, and when is it appropriate to call someone else’s phone? 　　1. In all public places, when not in use, mobile phones should be placed in a manner that is considerate and appropriate. Do not hold it in your hand or wear it outside your jacket pocket when it is not in use. The common places to keep a phone are: first, in a briefcase carried with one, as this is the most conventional location ； Second, it’s in the inner pocket of the jacket ； Sometimes, the phone can be temporarily placed on the belt, or in a less noticeable location such as beside one’s hand, behind them, or in a handbag; it should not be left on the table, especially not facing a customer who is talking. 　　2. During meetings or when talking to others, it’s best to turn it off; at the very least, set it to vibrate mode. This shows respect for others while not interrupting the speaker’s train of thought. And that constant ringing of bells in the meeting room, as if you’re very busy with work and drawing everyone’s attention to you, shows a lack of good manners. 　　3. People who pay attention to proper phone usage etiquette do not answer or make calls on mobile phones in public places, while on landlines, while driving, on airplanes, in theaters, libraries, or hospitals. It is also impolite to speak loudly on the phone while on a bus. 　　4. When calling someone on their mobile phone, especially when knowing they are a busy person in a high-positioned role, the first thing to consider is whether they will be available to answer at that time And be prepared for the other party to be unable to answer the call. When calling someone on their phone, pay attention to the echoes heard through the receiver to determine the environment in which they are located. If it’s very quiet, one should assume that the other person is in a meeting; sometimes large venues have a hollow echoing sound. When noise is heard, it’s likely that the other person is outside, and the rumbling sound of a car can also be detected. With the initial identification, one is prepared for a smooth call. But under any circumstances, it’s better to let the other party decide whether to have a call, so “Is it convenient to talk now?” ”It is usually the first question asked when calling a mobile phone. In fact, without prior agreement and without knowing the other person well, it’s difficult to know when they will be available to answer the phone. So, when there are other ways to get in touch, it’s better to avoid calling the other person on their phone. 　　5. In public places, especially on stairs, elevators, intersections, sidewalks, etc., one should not use their phone as if no one else is around; one must keep their voice as low as possible and under no circumstances speak loudly. 　　6. In some situations, such as while watching a movie or in a theater, it is highly inappropriate to use a mobile phone; if it’s necessary to respond, it might be better to send a text message in silent mode. 　　7. It is still necessary to turn off your phone or set it to vibrate at the dinner table. Avoid having your enjoyment interrupted by an annoying ringing noise when you’re in the middle of enjoying something. 　　8. Do not check text messages when others can see you. Talking to others while checking text messages is disrespectful to them. 　　9. Equal attention should be paid to the selection and editing of text messages as is given to courtesy in conversations. Because the text message you send implies that you agree with its content, or at least do not deny it, and it also reflects your taste and standards. Therefore, do not edit or share unhealthy messages, especially those that contain sarcasm directed at great figures, celebrities, or even revolutionary martyrs; such messages should definitely not be shared. 　　10. When chatting face to face with a friend, do not hold your phone directly in front of them, as this can result in high-frequency, high-current radiation being emitted, which may cause discomfort to the other person. 　　II. Computer Etiquette – Don’t Damage Your Professional Image Computers are important tools for our work, and using them isn’t just a matter of turning them on, off, or accessing the Internet; computer etiquette also reflects a person’s quality and upbringing. 　　1. Although it’s the company’s computer, it still needs to be taken good care of. It should be wiped clean regularly; don’t let a white computer turn black without cleaning it first ； When cleaning the display screen, be careful not to use a wet cloth just to clean it, as this can damage the screen ； Turn it off properly when not in use; don’t leave it unattended ； When connecting external plugins, shut down properly to avoid issues such as data loss or computer crashes. 　　2. There are also those who fail to distinguish between personal and work matters; they use a USB drive to copy personal computer data to the company computer, and then copy company computer data to their personal computer. Once the company discovers such behavior, it will definitely take firm action to stop it. 3. When using the internet at the company, one should look for information and materials related to work, rather than browsing things out of personal interest; this not only violates the company’s regulations but can also lead to delays in business operations over time. 　　4. Many companies do not allow employees to play games or chat online on company computers, yet some people still secretly play games when their supervisors are not around, or use the company’s internal network to download pictures from websites – all of which are violations of labor discipline. 　　5. While email brings convenience to people, it also introduces new issues related to professional etiquette. We should all pay attention to the etiquette regarding emails, so as to avoid any embarrassment caused by them. Email is a type of professional correspondence, and there is no unserious content in professional correspondence. Especially in the business world, we value integrity, timing, and collaborative division of labor; we uphold the principle of putting customers first and focus on communicating with them in order to achieve promotion, increased production, and profitability. But we often overlook the etiquette regarding emails; some careless and sloppy habits not only provoke snickers among employees but can also lead to embarrassment in front of customers. In many companies today, emails are filled with jokes, spam, and personal messages, with little content that is related to work. 　　1) The title should be concise and to the point; avoid using titles that are unclear or overly romantic, such as: “Hey! ”Or “Keep it! ” 　　Adding a subject line is the main difference between emails and letters; it allows a brief summary of the email’s content to be included in the subject line, making it easier for the recipient to determine the urgency of the message and handle it accordingly. Especially for the reply emails, it is important to pay close attention to re-adding them and changing the subject lines; it is best to indicate that they are company emails along with the year, month, and day, so that the recipient can see them clearly and keep them easily. 　　2) The style of an email should be similar to that of written conversation; it should start with a greeting, though there is some freedom in choosing the greeting – things like “Hello”, “Hi”, or simply a straightforward address. The ending can also be casual, such as “Talk to you later” or “Have a good day” ； You can also write nothing and just put your own name. However, if you are writing a more formal email, you should still use a style similar to that of a formal letter. It should start with “Dear” or “Hello, Mr./Ms.!” and end with a closing phrase using a format such as “Best regards!” 　　3) The content should be concise; when writing emails that need to be replied to or forwarded, care should be taken with every word and sentence included in the email. Since current laws permit emails to be used as legal evidence, they are legitimate; therefore, one must be careful when sending emails. Anything that could be detrimental to the company should never be included, such as quotes and similar information. Be cautious when sending emails, and regularly review the emails you have sent to assess their impact on business relationships. 　　4) Be sure to clean up the content of the reply. Ms. Morgan, a communication expert from California, USA, once gave an example: I recently received an email that included the names of twelve people through whom it had been passed around; I really had no need to know that information. A clever trick is to use anonymous attachments when sending a letter, by using the recipient (BC) as the attachment recipient instead of the usual CC field, or to delete any unnecessary or redundant content before forwarding it – such as the subject, address, and date from the memo section of the original document. 　　Pay attention to the skills of answering questions. When replying to a question, it is best to copy only the relevant question into the reply and attach the answer. Do not use the auto-reply function, as that will include everything in the incoming message in the reply; but also do not reply with just “Yes,” as that is too blunt and confusing for the recipient. 　　5) Address the recipient appropriately and sign at the end of the letter. Although an email already indicates where it came from and who it is addressed to, it is a matter of courtesy to mention the full names of the recipient and the sender in the email. This includes addressing the recipient by name at the beginning of the letter, as well as stating the sender’s name along with their address and phone number at the end, to facilitate future communication with you. The larger the company, the more you need to make sure to include your name in your email address, and also add a signature section at the end of the email. People often forward emails to too many people; when you open your inbox, you might find that half of the emails are irrelevant to you. Deleting them is time-consuming and tedious, so it’s necessary to sort through them before forwarding to keep the number of emails to a minimum. If possible, check your email daily and reply to messages as soon as possible. After sending important emails, confirm by phone. Additionally, do not use email for important confidential and sensitive matters, as it cannot guarantee strict confidentiality. 　　6) Avoid using only uppercase letters throughout the text. An email written in this way is too assertive; it even implies that the sender is too lazy to use proper grammar. After all, this is still a form of written communication, and adhering to standard writing conventions is a matter of professional courtesy. 　　Friendly reminder: Mobile phones and computers are essential tools for transmitting information, as well as being considered new fashion items among young people. With their increasing popularity, they bring a lot of convenience to our work, but they also give rise to new issues related to professional etiquette. Therefore, mastering the etiquette for using mobile phones and computers is a required part of the new workplace etiquette. People who use mobile phones and computers are often educated and belong to a certain social class. Failing to know the proper usage etiquette can be offensive and annoying, damaging one’s reputation and lowering their social status.