Don’t Make These Mistakes! 6 Important Business Manners at Work

When you start work, there are situations in which you’ll need to schedule appointments with clients or exchange business cards. Not to be rude to people, it’s important to master proper business etiquette. The manners introduced here will certainly be valuable at work.

[Appointment] Appropriate arrival time

When you arrange a business meeting, you’ll first schedule an appointment with the client’s company. This usually involves setting a specific meeting time. For example, that you’ll meet at their office at 10 a.m.

In this case, how many minutes before the meeting should you arrive? Which do you think is correct, “15-20 minutes early” or “5-10 minutes early”?

“B: 5-10 minutes early” is correct!

Of course, being late is unacceptable, but arriving too early is also not good. Aim to arrive about 5–10 minutes before the scheduled time.

[Appointment] What to do if you might be late

When you head to an appointment, even if you leave early, delays can still happen due to transportation issues or getting lost. Although it may be a panic situation, take a deep breath and stay calm!

You should contact the other party. Which is better “by 10 minutes before the scheduled time” or “after the scheduled time has passed”?

“A: By 10 minutes before the scheduled time” is correct!

You should contact and apologize to the other party by at least 10 minutes before the scheduled time, informing them of your expected arrival. They will surely understand if you clearly explain the situation.

[Business Card] How to present it 

In the business scene, there are many situations in which you’ll exchange business cards. And there is a manner to follow during this exchange. For example, when offering your business card, which do you think is correct, “present it with one hand” or “present with both hands”?

“B: Present with both hands” is correct!

​​Hold your business card with both hands and place it atop your card holder when you present it. You should have a card holder ready.

* Some companies may refrain from exchanging business cards.

[Business Card] Proper orientation when offering

When you hold your business card with both hands to present it, you will worry about the orientation. Which do you think it’s correct, “it should be so the other party can read it” or “there is no particular rule”?

To make a positive first impression, it’s essential to follow the proper etiquette for exchanging business cards. So you have to remember this well.

“A: It should be so the other party can read it” is correct!

Present your card so that it faces the other person, and hand it over while saying your company name and your own name. It’s important to speak at a moderate pace to avoid rushing.

* Some companies may refrain from exchanging business cards.

[Web Meeting] Appropriate clothes 

Now, remote work is becoming more common in Japanese companies, and meetings are often held online. When you join a web conference during remote work, which do you think is more appropriate, “casual clothes are fine” or “same clothes you would wear in a business scenario”?

“B: Same clothes you would wear in a business scenario” is correct!

As a general rule, whether the meeting is with internal or external participants, clothes are the same as you would for an in-person meeting. If it’s an internal meeting, it’s also a good idea to check the dress code in advance.

[Web Meeting] How to give feedback with gestures

In a web conference, it can be harder for the speaker to know if you’re actively listening. In this case, it’s important to give feedback. Which do you think is better, “communicate this using your voice” or “do not speak, but rather communicate using gestures”?

“B: Do not speak, but rather communicate using gestures” is correct!

When other participants are speaking, verbally expressing agreement or acknowledgment might interrupt them. You should keep your microphone muted when you’re not speaking and to use gestures for acknowledgement instead.

By learning proper business etiquette, you make a positive impression on others which also contributes to successful work outcomes. Although it may be challenging at first, you’ll gradually master it by handling each aspect one at a time. Let’s take it step by step to solidify your etiquette skills.