Module 3: Etiquette (link is external)

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CHAPTER ONE: DIPLOMACY (81 slides)

- Definition- Background History - Don’t shoot the Messenger- Diplomacy- Foreign Service Act- Role of Diplomats/Diplomatic Missions and examples- Diplomatic Ranking System- Embassies & Consulates: functions & activities- Diplomats: Ambassadors, Chargé(e) d’Affaires , Envoy, Attaché- Consular cases - Appointment of Ambassadors- Credentials Ceremony- The Dean of the Diplomatic Corps- Immunities & Privileges

CHAPTER TWO: STATE PROTOCOL (182 slides)

- Rationale- Why is it necessary- Basic Principles- Interpreters- Spouses- National Symbols - National Orders- Official Photographs- Table of Precedence - (UK Royal Protocol)- Forms of Address- Introductions- State Protocol Lounges - International Agreements- State and Official Gifts - Visits & Movement of VIPs


CHAPTER THREE: OFFICIAL ETIQUETTE (120 slides)

- Definitions- Social vs Business Etiquette- Greetings- Introductions- Doing Business in Europe- Doing Business in the Middle East- Doing Business in South East Asia- Doing Business in General- Language Etiquette- Elevators and Escalators Etiquette- Telephone Etiquette- e-mail Etiquette- Social Media Etiquette- Dress Code- Official Entertainment- A well rounded Diplomat


Expected behaviour and the expectations of individual actions within society.


Etiquette: Definition

Within a place of business, it involves treating colleagues and employers with respect and courtesy in a way that creates a pleasant work environment for everyone.” (BUSINESSDICTIONARY.COM)

• Good communications skills• social savvy• a sense of appropriate behavior

Good manners open doors that position and money cannot. (Dr. Lisa Bullard)


Etiquette: Definition


A dedicated team of protocol officers have always risen to thechallenge, and look set to ensure that the handshake remains aswarm as ever, the guests are seated according to precedence atstate banquets, the colour of tablecloth and the choice of flowersare just right to ensure that landmark deals and enduringfriendships are forged between nations and their leaders.

Social Etiquette Marked by social norms & courtesy

Gender plays a prominent role


Etiquette: Social vs Business

Business/official EtiquetteMarked by hierarchy & courtesy

Gender does not play a prominent role

Culture and traditions are not an excuse for poor business etiquette!


JapanTraditional greeting: bowFormal greeting: handshake

Etiquette: Greetings (16 slides)


Etiquette: GreetingsChinaTraditional greeting: bow Formal greeting: handshake


Middle East Formal greeting: handshake Traditional greeting amongst the locals: faux kiss

Etiquette: Greetings


Strict Muslim countries e.g. Iran, Saudi Arabia Formal greeting: no physical contact between men and women; Place the right hand to the chest and lower the head slightly, or simply bow slightly. Ladies, cover your head with a veil or scarf.



Etiquette: GreetingsFormal greeting: no physical contact between men and women; Place the right hand to the chest and lower the head slightly, or simply bow slightly. Ladies, cover your head with a veil or scarf.


Māori (the hongi) Formal greeting: shake hands and press noses and foreheads together



EskimosFormal greeting: rub noses



Mediterranean countries: Spain, Portugal, France, Italy, Greece

Traditional greeting: faux kiss on the cheeks. Some countries kiss once, others twice on the cheeks Formal greeting: handshake



IndiaTraditional and formal greeting: Namaste, hands together, bow head slightly.



United KingdomMen bow and shake hands with the QueenWomen curtsey and shake hands with the Queen.A curtsey is not required if the monarch is not your Head-of-State


United KingdomThe Queen is greeted with a bow of the head. She may extend her hand; one can take it gently, but do not squeeze or shake it firmly. The full curtsey or bow, though a traditional custom, is no longer a fixed requirement when meeting a Royal.



ThailandTraditional greeting/Monarchy: Bow point fingers upwards and raiseFormal greeting: hands together



USAFormal greeting: handshake



RussiaFormal greeting: handshake



Latin AmericaFormal greeting: handshakeTraditional greeting: faux kiss, embrace




If you forget someone’s name, reintroduce yourself, mention your name again. That person will more than likely re-introduce him/herself as well.

If your name is mispronounced, politely offer the correct pronunciation….explain its meaning

If someone forgets to introduce you, politely introduce yourself.

Do not use a person’s first name unless requested to do so. (never assume familiarity)

When unsure, follow the lead of others


Etiquette: Introductions

Stand up: it helps establish your presence

Lean forward if caught off guard when being introduced to a third person

Look the person in the eye (depending on context)

Extend your hand for a firm handshake if the person has extended his/her arm

Avoid:o Bone-crushing handshakeso “Wet fish” handshakeso Grabbing someone’s fingers



Say your name slowly and clearly and something about yourself

Repeat your name if you have to, after all, you want to ensure you are remembered

Feel free to simplify your name to make it easier for others to remember you .



SA and the EU have common practices, but may differ in business culture

In France, speaking in French is appreciated, as it a highly valued part of their national identity.

In Mediterranean Europe, there is strong emphasis on social relationships.

Generally, in Europe do not schedule a meeting for Friday afternoon or during August. *Source: http://resources.globalizationpartners.com/blog/business-etiquette-around-the-world


Etiquette: Doing Business- Europe


Never assume familiarity !Boris Johnson put his foot up on a table during his meeting with President Macron. Adam Bienkov , Business Insider US; 22 Aug 2019

Etiquette: Doing Business- Europe

https://www.businessinsider.co.za/Author/Adam%20Bienkov

Business is conducted in a personal manner.

Pay attention to all family members during introductions, but do not enquire about female members of the family.

Attending business meetings without an intermediary to accompany you is a disadvantage. In the Islamic Middle-East, it is necessary for this host to be male.

Do not eat with your left hand or touch anybody with it

Do not compliment their possessions

Do not touch a member of the opposite sex

Do not show the soles of your shoes/feet or cross legs

Never serve wine when a guest from a Muslim country is visiting


Etiquette: Doing Business – Middle East

Ensure that you have required information about your guests and their dietary requirements;

Enquire before visiting a Muslim country what the correct dress code is ie. neutral colours for women

Time is fluid in the Middle East, Latin America, India, etc., yet be punctual & prepared to wait. Adherence to meeting times is not strict.

Conversely, punctuality is a sign ofprofessionalism in Hong Kong, Japan, Singapore, U.K., China, etc.


Etiquette: Doing Business – Middle East


Etiquette: Doing Business- Middle East

In China, business is built on networks or guanxi (pronounced gwan-SHEE):

Accepting your host’s hospitality is a first stop in a longer relationship.eg. It is seen as the ultimate sign of disrespect in most of Asia and the Middle East to refuse drink (coffee/water, alcohol at own discretion) or food offered by host.

Beware of strong alcoholic beverages;

Introductions with business cards is compulsory;way to offer/receive a business card

Be careful of presenting gifts: some may consider it as a bribe. Consult with the Embassy staff first.


Etiquette: Doing Business – SE AsiaSOURCE: www.forbes.com/2010.../business-travel-etiquette.


Etiquette: Doing Business - ChinaAdvise from Li Ka-shing (*)1. Bring your own Interpreter2. Do not ask the Chinese to turn off

their cell phones3. Only senior members of a delegation

may speak4. Arrive on time5. Have enough business cards to

distribute freely6. Never write on someone else’s

business card7. Do not wear bright colours, wear

conservative business suits8. Women, do not wear high heels9. Meals are for social events, not for

formal meetings or discussions

(*) Sir Li Ka-shing GBM KBE JP (born 13 June 1928)is a Hong Kong business magnate, investor, and philanthropist. As of June 2019, Li is the 30th richest person in the world, with an estimated net wealth of US$29.4bn.

Awards:Justice of the Peace (1981)LL.D (1986)D.SSc - Statistical Society of Canada for outstanding contributions to statistics or probability (1994)KBE – Knight of the British Empire (2000) GBM – Grand Bauhinia Medal- Hong Kong (2001)

https://en.wikipedia.org/wiki/Grand_Bauhinia_Medal

https://en.wikipedia.org/wiki/Order_of_the_British_Empire

https://en.wikipedia.org/wiki/Justice_of_the_Peace

Flowers – regional/cultural variations in meaning, eg.

In Asian cultures, potted plants symbolize that a relationship is restricted or bound up in a negative way;

Roses, lilies (white lilies in England) and carnations are the most appropriate for funerals and sympathy;

Purple flowers used at funerals in Brazil;

Russians arrange flowers in odd numbers for joyous occasions


Etiquette: Doing Business- General

Gift wrapping Colours – A colour signifies different meanings depending the country and culture. Best to use a discrete colour.

Never chew gum in public

Eye contact is a subtle form of social interaction – it may be essential in some cultures (mostly western), but considered rude/aggressive in others (especiallyauthoritarian/hierarchical cultures)


Etiquette: Doing Business- General

Cell phone vs Computer

Mute button

https://www.dailymail.co.uk/video/news/video-1180513/Councilman-forgets-turn-mic-bathroom-break.html

A city councilman in Georgetown, Texas recently took a bathroom break while wearing a live microphone

https://www.techrepublic.com/article/13-etiquette-tips-for-video-conference-calls/


Business Etiquette: Working Online

https://www.dailymail.co.uk/video/news/video-1180513/Councilman-forgets-turn-mic-bathroom-break.html

https://www.techrepublic.com/article/13-etiquette-tips-for-video-conference-calls/

Beverages: have water nearby, but not too close to your equipment.

Eating: Not at all

Dress code: Office attire

Background noise: furthest room in the house.

Video button (cameras ON or OFF): consumes data, captures the household.

Set up your home office in a room with a lock (refer to the video, on next slide)



https://www.youtube.com/watch?v=dmeBMvGhf1g



https://www.youtube.com/watch?v=dmeBMvGhf1g


https://www.techrepublic.com/article/13-things-to-avoid-doing-on-zoom/

1. Don't check yourself out. Especially when you're talking. When you're speaking, your eyes should be on the camera to enhance the impact of your presentation.

2. Don't apologize. If your child interrupts your video conference, don't shoo them out, embrace the moment, and welcome them into the frame, introduce them to your colleagues. Not only will this make your family members feel special, it also helps to increase employee engagement, as it keeps humanity in the workplace.

3. Don't overexpose your life.

4. Don't be wiggly, you're not in second grade. Avoid talking with your hands.

5. Don't avoid the camera. To avoid embarrassing situations, tell everyone at home you're going live and will be on video.

6. Don't forget to hit "mute" when you're not talking.

7. Don't forget good lighting. Pick a spot where the lighting is on your face or above you

https://www.techrepublic.com/article/13-things-to-avoid-doing-on-zoom/


8. Don't forget your manners, no matter how feral you've become sheltering at home. Use the 'raise hand' or similar function, rather than interjecting Have somewhere to ask questions before the meeting, a chat function, or dedicated Q&A at the end of the meeting. Allow everyone to contribute instead of hosting a monologue, yet avoid manterrupting.

9. Don't abuse filters. Don't use quirky backgrounds for business calls, some bosses welcome a fun background.

10. Don't forget security. Never publicly share online meeting IDs or meeting URLs, as sharing "allows people to drop in and listen to sensitive conversations, record your voice or video, and infiltrate a virtual workplace.

11. Don't be too far from your router. The more materials the signal must travel through, the weaker and slower the connection.

12. Don't use the brightest setting on your laptop or monitor.

13. Don't forget to say "goodbye!"

https://urldefense.proofpoint.com/v2/url?u=http-3A__time.com_3666135_sheryl-2Dsandberg-2Dtalking-2Dwhile-2Dfemale-2Dmanterruptions_&d=DwMFaQ&c=jGUuvAdBXp_VqQ6t0yah2g&r=LOV3izBDv2WNb6ffrDlnDZJMzRACM9Q65JX6I3PtpDN9ydOnRsDGt5YX93BhjRln&m=7rXNhksOgwwDbMAV0AfDjmli2fL7NJlePvwCzoGTzaY&s=RFkwcHtR4SnGWNeIOafTfyXdpNWyrQG0RZzWfAujbmU&e=


1. Always have an agenda

There's nothing more irritating and frustrating and not productive than a meeting in which everyone languidly checks in, and then the person who scheduled the meeting has no plan. Don't schedule a meeting if you don't have an agenda. Agendas don't have to be long, involved, or even particularly detailed. A brief outline of what topics the meeting will cover is usually good enough.

By providing staff with an agenda, attendees know what to expect, can guesstimate how long it will run, and, if there is an element of participation, will give them an opportunity to prepare talking points. If you know you have people coming from other meetings, then maybe start the meeting five minutes after the start time. Also, have the agenda on a slide that is shared and readily available.As a leader assign ownership across the team and help facilitate the conversation amongst the group.

Business Etiquette: Top tips for conference call etiquette (slides 1-14)


2. Report your absence

Skip the small talk about weather.

Being on time also minimizes the need for everyone else to make small talk while waiting for late joiners.

If you are not going to be at the meeting, or if you're going to be late, tell the person leading the meeting (or a trusted team member) as soon as you know. Call, e-mail, or text them, as conference calls are often held up waiting for specific attendees.

Being seen on video is an important element of conference call etiquette: Video adds a human touch to meetings, which can combat isolation and strengthen team relationships. And it can help the meeting facilitator identify whose attention is wandering, so they can bring them back into the conversation."

Business Etiquette: Top tips for conference call etiquette


3. Prioritize updates

Set time constraints and stick to them. This allows each person to talk about what is relevant and can cap the overall length of the meeting.

An important thing to remember, is make sure that what's going to be discussed is relevant to at least three people in the meeting.

Otherwise, send an email on the topic or conduct a smaller meeting. "Being mindful of time is key to conference call etiquette."



4. Test equipment

Don't wait until a couple minutes before a meeting to sign on.

On cell phones: Make sure you have:•A strong signal•No interferenceOn a computer•Use a wired connection rather than Wi-Fi•Make sure the computer camera works (or is uncovered)•Make sure the speakers work•Make sure the microphone worksEven if it says you're connected to the platform, make sure you actually are.

Test your video and audio before the meeting starts (hence the tip to sign on early enough to do this).

A number one tip would be to invest in a headset. People have no problem dealing with substandard video, but substandard audio is a deal breaker and can render a call useless."


5. No sneaking out

In a virtual meeting, there's enough flexibility for you to attend part of it and then jump off. However, it's important you tell your supervisor or the person leading the meeting.

In some platforms, you can just sign off, and no one will know; in others, your face or name disappears from the shared screen.

If you have a conflicting appointment, tell everyone at the start of the meeting or send an email (that you know has been read) ahead of time.

If you have something else scheduled, you're more likely to be called on to share updates and add feedback early on. You don't want to be called on or asked a question and then appear to have suddenly vanished.



6. Be prepared

It's bad conference etiquette to be called on and be unprepared. It's also a missed opportunity. Just because it's on a platform/phone doesn't mean your meeting prep is any different. Have notes on your phone next to you, and bookmark anything you need for reference. Clear your desktop of unnecessary files.

If it's a check-in or update meeting, discuss your current project and any recent accomplishment (it should go without saying, but don't brag or pat yourself on the back too much). Be clear and concise, and if you're uncomfortable with speaking to a group, practice beforehand. Let attendees know that if they have questions, you'll answer them.

"Be on time!" Q-CTRL's Love said. "Better to be 10 minutes early, than a minute late."



7. Choose a quiet location

It's easy to forget that there is a mic picking up not only your voice, but if you decide to eat/chew something, that sound will come through.

And like most things, location, location, location: choose a quiet room to take the meeting.

One of the biggest distractions on conference calls come from unmuted attendees.

And who are we kidding? We definitely care about how we look, so sit somewhere with plenty of daylight. We tend to feel more comfortable and look better in spaces with lots of natural light."



8. Place pets in another room

Put your pets in a different room.

Your colleagues do not want to hear them fight or bark, camouflaging your voice.

And be sure your pets are secured away/quiet before you call in to the conference call.



9. Stay on track

Accustomed to constantly checking into social media? Love getting those Facebook, Twitter, Instagram, or TikTokupdates? That all needs to be turned off during the meeting.

Multitasking is rude to the other participants in the meeting, who will be able to sense that you aren't fully engaged.

Proper etiquette deems you be 100% focused on the call.

Stand during the meeting while listening and talking, and even to stretch or do lunges to keep alert before you're asked to speak.



10. Speak up

You may have a great connection, a crystal clear view of participants, and sound like you're in the same room. However, everyone won't have the same connection.

Even if you can hear teammates perfectly well, it might not be so in the other direction.

Always speak clearly and loudly and ask if you can be heard by everyone.

This isn't the time to mumble or speak softly. It's a conference call after all.



11. Say your name

For the presenter, it is hard to keep track of who is saying what , so when you do have a question, identify yourself and specify if you have a question or a comment.

That way, your contributions to the conversation are noted, and no one is left wondering who the genius with the awesome comments is.



12. Use the mute button

Especially those who cannot sit still for long, you don't want any scratching or odd sounds coming from you. Even if you're in a quiet location, mute yourself when you know you won't be called on. It's a lot easier to hit "unmute" than be known as the staffer who makes weird noises.

An important element of conference call etiquette is not to let subtle distractions derail the person speaking or disrupt the conversation.

Turn off notification sounds from your cell phone, as there’s nothing more irritating than a constant buzzing every time someone from your family wants to make sure you are sheltering well.



13. Silence isn't always golden

Don't forget to unmute yourself when it's your time to talk, or everyone will see your mouth moving, your arms gesticulating but won't hear you



14. Keeping in touch while telecommuting

Remember that if you're on an audio-only call, people can't see you, so you can't nod in response or agreement.

Source: FlexJobs


Language is important , facial expressions, body language. Learning something of the subtleties of a language can assist greatly in avoiding confusionHumour does not translateAvoid profane languageAvoid discussing contentious or provocative issues – know sensitivitiesRemembering people’s names makes an impression – repeat name throughout conversationDo not address people as “dear”, “sweetie pie” etc.!Do not use language like "my web guy" - it's so much more polite and useful to make personal references.Do not assume familiarity


Business Etiquette: Language

Do not offer or give advice unless it is asked for.

Do not interrupt.

Do not be casual: Careful what you say & where you say it!

Posture is important

Temper honesty with a good dose of wisdom


Business Etiquette: Language

Allow a higher-ranking person or delegation, guests to take a lift before you, even if you arrived at it first. This also applies to doorways.

If ushering a VIP – enter the lift or doorway first, after all you are leading them. You could also hold the door, and allow them to go first, and catch up to lead the way.

Do not over-crowd the lift


Business Etiquette: Elevators and Escalators

Avoid loud phone conversations when sharing a lift, especially of a personal nature

Respect personal space as much as possible

Stand on the left hand side on an escalator , just like slow moving traffic on a highway.


Business Etiquette: Elevators and Escalators

Inform your caller that he /she is on speaker phone

At meetings or meals, turn cell phones off, or switch to silent/vibrate.(If it accidentally rings, turn it off – Do not answer it.)

If you really must answer a call - apologise, get up and leave the room.

When carrying the phone, use volume on low/vibration.

Use a low voice when speaking on your phone in public. Turn away from other people so your voice does not compete with other conversations,

Observe common courtesies : please and thank you.


Business Etiquette: Telephone

Include a clear and specific subject line

Signature: Always include full name and title, and contact details, e.g. telephone numbers

Include a personal message when sending a link or forwarded message

Check spelling and grammar

Read messages AGAIN, before sending.

Always reply within 24 hours


Business Etiquette: e-Mail

Use BCC to preserve others’ privacy when appropriate

Do not curse, spam or use “all caps”

Do not forward chain letters at work

Remember that e-mails can be traced to the source

Do not send anything you consider private

Be careful how you use your Social Media accounts – they are NOT private!




CORRECT way to sign off an e mail How NOT to address an e-mail Observations

Ms Cecilia ITURRALDE-SAENZ Dear Itu,. Mr, Ms, Mrs, Dr, Amb.

Diplomatic Training Research and Development (DTRD)Protocol Training and International SchoolOffice NE-2B-03-036012-3510015066-6666666iturraldec@dirco.gov.zawww.dirco.gov.za

Dear Iturralde

Always include contact details with the signature at the end of an email message.


mailto:[email protected]

http://www.dirco.gov.za/

Be aware how you use Social Media accounts – they are NOT private!


Business Etiquette: Social Media

Be aware how you use Social Media accounts – they are NOT private!





Questions?


Employees are the face of the employer's organization, projecting a public image to customers, clients and colleagues.

As a result, employers often require certain grooming standards for employees, especially those with significant customer or client contact.

A grooming policy should reflect the needs of the employer while not unnecessarily restricting employee individual expression.

The more formal or professional the culture, and the more employees interact with individuals outside of the workplace, the greater the need for employers to have a policy governing employee grooming and hygiene.

Business Etiquette: Dress Code


Having a Grooming Policy that is detailed, will avoid claims that employees feel singled out when it comes to grooming standards, as the employer will have made its policy universally understood in writing.

Moreover, if employees are aware of the employer's expectations with regard to grooming and hygiene, this could avoid potential infractions.

The policy should adhere to government standards, as well as legitimate business reasons which can vary depending on the industry and the culture of the workplace.


In our business environment, the standard of dressingfor men and women is a suit, a jacket and pants or a skirt, or a dress paired with appropriate accessories.

Suits: Black, navy, charcoal greyJacket should fit well. Buttons closed (except bottom one) when standingUnbutton jacket when seated

Shirts: Good quality; minimal print.It must be ironed.

Between happy socks and happy ties, opt for happy socks.

Ladies: Knee-length skirts/dressesAvoid short skirts, low-cut tops and sandals











When standing up, a gentleman’s jacket should always be buttoned, unless wearing a waistcoat.

When sitting down, the jacket should be unbuttoned








An increased number of employees in today's workforce have some form of piercing or tattoo.

Tattoos and body piercings are generally considered to be personal expressions rather than religious or cultural expressions.

Cover them up!



Beards have religious & cultural significance, but these should always be well-groomed and neat, whatever the style.

“Police in Tajikistan have been fighting “foreign influences”.

In 2017, amid allegations that officers were detaining men with beards and forcibly shaving them, authorities instructed Police to refrain.

Police are said to have “brought to order” 12,818 men who “had overly long and unkempt beards.”News from China’s westernmost province: Parents have been prohibited from choosing names like “Muhammad,” “Medina” and “Jihad” for their children. The ban also included a ban on beards.”


Strike a balance: Socks or Ties but never both







“Put your best shoe forward”

Managers and interviewers make assumptions based on a person’s shoes. They should be neat, polished and, in the case of women, a closed toe.

In the case of men: Polished slip-ons or laced work shoes and dark socks that are high enough to hide your skin when you sit down.

Make sure your shoes are comfortable and you can walk with them.



Keep jewellery to a minimumNo chains or necklaces showing in the case of menChoose a good quality portfolio or bagModest/neat hairstyles & nails




•Purpose - This policy has been developed to ensure that all employees understand the importance of appropriategrooming and hygiene in the workplace or when otherwise representing [Enter Employer Name]. The standards ofgrooming and hygiene outlined below set forth the minimum requirements to which all employees, contract workers,and temporary staff are required to adhere to.

•Statement of Policy - [Enter Employer Name] recognizes that the presentation of its employees in the workplacecontributes to a professional environment and the public image that has contributed to the success of the [EnterEmployer Name]. Therefore [Enter Employer Name] expects employees to be well-groomed and professional inappearance when coming to work or engaged in work-related tasks with customers, clients, and colleagues.

•Hygiene - Every employee is expected to practice daily hygiene and good grooming habits as set forth in further detailbelow.

•Hair - Hair should be clean, combed, and neatly trimmed or arranged. Unkempt hair is not permitted. Sideburns,moustaches, and beards should be neatly trimmed. Non-traditional hair colours are not permitted.

•Fragrance - Recognizing that employees and visitors to the workplace may have sensitivities or allergies to fragrantproducts, including but not limited to perfumes, colognes, fragrant body lotions or hair products, [Enter EmployerName] is a fragrance free workplace. Fragrant products that may be offensive to others should be used in moderationout of concern for others in the workplace.

Business Etiquette: Dress Code Policy (2 slides)


•Nails - Hands and nails should be clean and conservatively manicured.

•Jewellery - Employees may wear tasteful jewellery in moderation. The size and/or number of earrings, rings, necklaces, and bracelets may be determined at the department level based on specific job functions, operational, and safety factors. Where job duties present any type of safety risk, jewellery may be prohibited or severely limited. In other areas, moderate (including size and amount) jewellery may be worn. No other visible body jewellery/body piercings may be worn while an employee is in the workplace.

•Tattoos - No visible tattoos or other body art (such as surgically implanted ball bearings, spikes, and the like) are permitted in the workplace. Exceptions may be made for employees who have small, non-offensive tattoos that cannot easily be covered by standard clothing (i.e., wrist, neck, etc.). All exceptions require the approval of [Enter Appropriate position].

•Make-Up - Make-up must be professional and conservative.

•Violations - Violations of this policy will result in discipline, up to and including termination.

•Exceptions - Employees seeking an exception from any of the above standards should speak with [Enter Appropriate Employer Representative].

Business Etiquette: Dress Code Policy

Questions?

Constitutes lunches, dinners and banquets hosted by the Presidency, Ministers, Premiers, Deputy-Ministers, Mayors, Directors-General etc.

Checklist: Event/rationaleDateNumber of guestsGuest listRSVP deadlineService providers: Catering, music, soundSecurityInvitationsSpecial dietary or other needs


Etiquette: Official Entertainment (45 slides)


The President of the Republic of South Africa and Mrs RamaphosaRequest the pleasure of the company of

Dr Jonathan Thembisa

at a State Banquet in Honour of His Excellency Mr Felix Tshisekedi,President of the Democratic Republic of Congo and Mrs Tshisekedi

to be held at Bryntirion Estate, Pretoriaon Thursday, 14 June 2020

at 19h00 for 19h30Dress: Dark Suit/Uniform/Traditional

RSVP: Ms Cecilia IturraldeTel: (012) 300-5418Fax: 086 683 5418Cell: 082 373 1966E-mail: [email protected]: 1 June 2020

Please present this invitation at the entrance to Bryntirion EstateThis invitation is not transferable

No partner

Etiquette: Official Entertainment

mailto:[email protected]

Traditional Attire is formal and representative of South Africa’s diversity


Etiquette: Official Entertainment –Dress Code


Etiquette: Official Entertainment-Dress Code


Etiquette: Official Entertainment -Dress Code

The newly appointed South African Ambassador to the Netherlands handed over his credentials to King Willem-Alexander of the Netherlands

Rise when ranking guests enter, and remain standing until they are seated;

If introduced to a senior person, Head of State/Government one rises;

Never leave a function before people who outrank you, especially the principals;

Never leave your principal alone at a function;

At a large function, make your departure (if necessary) known to your senior;

Always remain at any event until all persons of other nationalities who outrank you have departed, especially when SA is hosting;


Etiquette: Official Entertainment Courtesies

Always rise when the Ambassador and/or spouse enters a room (meeting or event) and remain standing until he or she is seated;

Always observes rules of rising, sitting, introduction, and departures in any situation of mixed nationalities, regardless of rank.

Never assume familiarity or speak to more senior person, unless spoken to.


Etiquette: Official Entertainment Courtesies


RELIGION / OTHER DIETARY RESTRICTION

JEWISH KOSHER, NO PORK

MUSLIM HALAAL , NO ALCOHOL

CATHOLIC NO MEAT ON FRIDAYS DURING LENT

HINDU NO BEEF OR VEGETARIAN

VEGETARIAN NO MEAT AT ALL , OR NO RED MEAT

VEGAN NO ANIMAL PRODUCTS (CHEESE, EGGS)

GLUTEN FREE

ALLERGIES NUTS

Etiquette: Official Entertainment-Dietary needs


Etiquette: Official Entertainment-Seating


Etiquette: Official Entertainment -Seating


Etiquette: Official Entertainment-Seating


Etiquette: Official Entertainment-Interpreters

3 June 2019 : The Queen’s state banquet for President Trump at Buckingham Palace was six months in the planning. 170 guests. Table setting: 6 drinking glasses per head for: water, a champagne toast, red and white wines, a dessert wine and port.


Etiquette: Official Entertainment Logistics

The table arrangement is a painstaking process, which took royal staff three days to set. Each place is set exactly 18” (45 cm) apart and every chair is an equal distance from the table.19 serving stations for 170 guests: each staffed by a page, a footman, an under-butler and a wine butler, who coordinate the delivery of plates, dishes and wine.


Etiquette: Official Entertainment Logistics

D6 - - H5Entrance D4 - - H3

D2 - - H1Leader of Delegation - - Host

D1 - - H2D3 - - H4D5 - - H6 Scribe


Etiquette: Official Entertainment-Working Lunch

Parties are placed opposite each other to enable them to communicate with counterparts


Etiquette: Official Entertainment –Working Lunch


The place setting of President Trump is pictured on the top table ahead of a dinner with Prince Charles at Winfield House in London on June 4, 2019. MANDEL NGAN/AFP/Getty Image

Etiquette: Official Entertainment Gala


Etiquette: Official Entertainment - Lunch


Etiquette: Official Entertainment- Lunch



















H.E. Jonathan Naidooor

H.E. Mr. Jonathan Naidoo


Etiquette: Official Entertainment


Etiquette: Official Entertainment- Lunch• Linen : Tablecloth and napkin• Flowers : Protea or ‘fynbos’ in South Africa• Silver : Cutlery and under plate• Crystal : Use the correct glasses• Porcelain : Dishes• Paper : Place cards, seating cards and

menu card• Food : Presentation and portion size• Brand SA : Do not put any personal

possessions on the table. The selection of flowers, background music , wines and the menu will “promote” South Africa.


Etiquette: Official Entertainment- Toast


Etiquette: Official Entertainment- DrinksHow full ? How to hold a glass of white wine/champagne

How to hold a red wine How not to hold a glass of white wine

Etiquette: Fine Dining Videos


Eat with cutlery, not with your fingers

No elbows on the table

Eat with your mouth closed

Do not talk with your mouth full

Eat slowly and quietly

Do not pick your teeth

Do not use your cell phone

Place your napkin on your lap

Host will signal when to start/stop eating

Etiquette: Official Entertainment- Table







Keep hands above the table, but no elbows on the table.Yawns & sneezing: cover your mouth with napkin.Toothpicks and blowing your nose: not at the table.Wait until everyone is served before beginning to eat or begin when the host signals.In some contexts, the meal ends on the host’s cue.Never use your fingers to pluck something off a serving dish.





BuffetsObserve plate size!

Get a fresh plate for each time you return to the buffet table;

Do not reach around someone;

Place all serving utensils in the original dishes to avoid cross-contaminating food items;

Consider having stations for each course when hosting;



Do not dish all the courses at the same time; When you get up from your table to return to the buffet, try & go with one or more to stay within the course of the majority of people at the table.Do not serve on the outer edge of the plate.Do not over-fill the plate, nor pile up the food.



At a Buffet table:Do not touch the communal bread with your hands; use a napkin to hold the bread.


Etiquette: Official Entertainment - Table

Do not chew bones!

Do not use or chew on a toothpick in public!

At the meal's end, fold your napkin loosely, and place it to the left of your place.




Etiquette: Official Entertainment- Host

Due diligence: Know your audience or guests, and their CVs.Every dinner is a marketing event. Set goals as to what you need to promote or discuss.Use open body language, be friendly and make eye contact.Allow others to introduce you to people you do not know.Do not talk about provocative or sensitive issues.Do not complain, gossip, flirt, or be rude to staff.Do not make food the focus Do not drink in excess Do not talk about your family.Be courteous and demonstrate appreciation.Do not dominate the conversation or the question-segment in a meetingSend a thank-you note after the event


Etiquette: Official Entertainment- Host


Etiquette: Official Entertainment - Tea

Remember that a mug is a simplified version of a teacup/coffee cup and should always be avoided in formal and business meetings.

Use both cup & saucer when drinking tea/coffee whilst standing.

When seated at a table, only lift the teacup.

Avoid excessive and loud stirring.

Place the teaspoon in the saucer after stirring.

No licking of the teaspoon.


Etiquette: Official Entertainment- Tea

Tea should preferably brew before being served.

If using a tea-bag, remove it from the tea-cup before offering it to your guest.


A Well Rounded Diplomat• Punctuality• Courtesy• Possess interest in and passion for the art of

Diplomacy and IR• Demonstrate analytical temperament• Be verbally fluent and concise• Be knowledgeable• Ensure meticulous attention to detail• Be a tough Negotiator• Study History• Be loyal • Cultivate policy-resilience• Know your political ideology• Acquire work experience by investing in

personal empowerment

• Take advantage of luck when you encounter it• Prudently speak your opinion to those in

power• Ubuntu• Batho Pele


Questions?

Contact details

Cecilia Iturralde: [email protected] Joubert: [email protected]


Documents

Module 3: Etiquette (link is external)