Projecting Professionalism When You Communicate

Different rules are applied when projecting professionalism through different forms of communication. For each of the tools below you will learn the requirements of maintaining a professional message.

Speech Habits – Use sophisticated vocabulary to effective deliver a verbal message. Maintain maturity through speech and always use polite language.

E-mail – Ensure e-mails are concise and deliberate. Avoid abbreviations, and always use correct spelling and grammar.

E-mail addresses – All e-mail addresses are to contain a name, business title or relative business expression. Use of nicknames is highly unprofessional in the workplace.

Voice mail – Always leave your name and phone number so that the receiver of the message can reply when possible. Briefly describe the reason for your call.

Telephone – When expecting a business phone call make sure that you are in a quiet setting so that there are no background noises throughout the call.

Cellphones – Ensure that your cellphone is silent in the workplace, unless you receive specific authorization to make calls. When using the cellphone always go to a private setting.



Texting – Appropriate language and spelling is to be used when sending necessary business texts. Avoid texting in any other business scenario.

Forms of Non Verbal Communication

You previously learned about portraying a professional appearance in the workplace. Physical appearance is one of the many non verbal forms of communication. We will further examine other forms of non verbal communication and determine how they are best used in the workplace.

Eye Contact – The ability to maintain eye contact often determines the comfort level of the speaker. In the workplace it is important to maintain eye content to demonstrate interest, trust and confidence.

Facial Expression – The look on your face when speaking is an indicator of your emotion. In the workplace it is important to smile frequently, while maintaining a positive expression to demonstrate positivity.

Posture and Gestures – It is important to maintain good posture in a workplace environment as it exhibits professionalism and obedience. Excessive use of gestures can be a sign of discomfort and may appear frantic.

Time – The usage of time has different meanings across different cultures. In North America, being on time shows a commitment to the job and respect for the infrastructure of an organization.

Space – The way you keep your personal space is an indicator of your personality. People who keep an open desk with very little clutter signify that they are organized and can keep their ideas clear.

Functions of Non Verbal Communication

Non verbal communication helps convey further meaning from what is said. Understanding the following functions of non verbal communication can help you deliver more powerful messages and better understand the intentions of the people around you.

Non verbal communication can be used to:

Visually describe – This puts further emphasis on verbal descriptions. For example someone may hold their arms out wide when describing something very large.

Demonstrate mood or importance – Different tones are often used for different purposes. Projecting ones voice can show the importance of an issue at hand, whereas whispering demonstrates secrecy. Facial expressions also tend to display someone's emotional attachment to a message.

Replace words – Certain gestures carry specific meanings. A wave can demonstrate a greeting in the same way that pumping one's fist can demonstrate their passion for a topic.

Visual Cues – Certain body language can be a signal to someone who is delivering message, letting them know how to continue the conversation. For example nodding your head can send a message of understanding, signalling the person to continue what they're saying.

Sarcasm – It is common for people to say the opposite of what they mean. People generally rely on tone and body language to send sarcastic messages, which contradict what is actually said.

Professional Appearance in the Workplace

An important aspect to professionalism is maintaining a professional appearance. Ensuring proper dress and grooming will help build a positive impression and gain respect from your coworkers. In the same way inappropriate business attire can send negative messages about your personality to your employers. Below are four steps to ensure you maintain a positive appearance at your job:

Step 1 - KNOW YOUR INDUSTRY

Certain attire that may be acceptable in one industry may not be acceptable in the next. For example shorts may be allowed for occupations that require outdoor work, but not acceptable in an office setting. Ensure you know your company's dress code and DO NOT DEVIATE. Not only will this leave a negative impression, but it may also result in further punishment.

Step 2 - AVOID FLASHINESS

In business settings it is ideal to wear basic colours and avoid over accessorizing. Wearing loud colours may translate into having a loud personality. Employers may also get the idea that you are challenging the social norms of the workplace.

Step 3 - KEEP NEAT AND CLEAN

Ensure all clothing is clean and ironed before arriving on the job. Keep pockets empty so that no bulges are showing. Know company policies regarding facial hair, and if it is permitted make sure all beards are nicely trimmed. A messy look can send an message that you are unorganized, unconfident and uncommitted.

Step 4 – KEEP WORK ORGANIZED

All reports are to be kept in a portfolio case or a light briefcase. Do not carry important company files under your arms or in a messy pile. This shows that you take your work seriously and once again creates an organized image for your employers.

Reference
Future of Working. (2014, April 14). Professional Appearance and Grooming for the Workplace. Retrieved from 
            http://futureofworking.com/professional-appearance-and-grooming-for-the-workplace/

Introduction to Professionalism in the Workplace

What does it mean to be professional? When entering the workplace you accept certain expectations placed on you by your employer. These expectations relate to your skill and competency to complete the tasks you have been hired for.

BUT...  there is much more to professionalism than just doing your job!

Professionalism is exhibited in HOW you do your job. Factors such as your appearance, your ability to follow rules and company policies, your demeanor and how you communicate non-verbally, all influence how you are viewed as a professional.

Throughout this blog you will learn strategies to help you maximize your professionalism in your own careers. You will learn how to carry a work-appropriate appearance, solve conflicts in a professional manor, and acquire non-verbal communication skills that will help you convey professionalism in different settings.

Before we move on to further topics I encourage you to comment below on your perception of professionalism.