Protocol SolutionsThe Essentials for a Polished Professional

Presented by: Diane BrownFormer Deputy Director of ProtocolOffice of the Secretary of Defense

Overview Business Etiquette

Protocol Solutions

Business Entertaining

First Impressions are

Lasting Impressions

First Impressions are

Lasting Impressions

Business Etiquette

Handshake Introductions Nametags Art of mingling Business card protocol Today’s technology

The Handshake

                          

       

Culture will dictate an initial greeting…in the United States the

handshake is our form of greeting

The Limp Fish

The Bone Crusher

The Politician

The Ultimate Handshake Web-to-Web

Shaking Hands in our Culture The Winning Way

Web to Web Shake-Shake, release Eye contact Positive, smile with enthusiasm Repeat the name• General Martin, it is a pleasure……

Basic Rules of Introductions The person you mention first is who you are honoring

To you versus You to

Mention something about the person you are introducing, this serves as a starting point for conversation

“Mr. Ambassador, I would like to introduce to you General Smith. General Smith is the Commander at Andrews AFB and is hosting the Joint Service Open House. His Excellency is the Ambassador of Kuwait.”

““Mr. Senior Executive, I would Mr. Senior Executive, I would like to introduce to you Mr. like to introduce to you Mr. Junior Executive, from the Junior Executive, from the accounting department. Mr. accounting department. Mr. Senior Executive is our Director Senior Executive is our Director of Public Relations.”of Public Relations.”

““Senator Warner, may I Senator Warner, may I introduce Ms. Doe, President introduce Ms. Doe, President of Doe Exports. Ms. Doe’s of Doe Exports. Ms. Doe’s firm is one of our state’s firm is one of our state’s leading exporters.”leading exporters.”

Name Tags

Business Card ExchangeWhen exchanging business cards….

Take time to look at the card

Comment on the card

Ensure all the info you need for re-contact is actually there i.e. website, e-mail, address, phone number

Respect the exchange – put card away appropriately

Protocol for Today’s Technology Cellular phones

E-mail

Speakerphones

Laptops

Pagers/PDAs

Protocol Solutions Precedence and Titles

Vehicle/Aircraft Protocol

Common Practices

Invitations

Dress

Gifts

What is Precedence…Precedence is…“The practice of precedence in official

life is conducive to smooth relations because it provides simple answers to what might otherwise be difficult questions of rank and formality”

McCaffrey, Innis and Sand

What is Precedence…System of order to what otherwise would be chaos

Recognized system of international courtesy

Determining PrecedenceGenerally based on position, rank, appointment, or length of service

Situational considerations

Varies administration to administration

Based on custom and tradition

Army

Marines

Navy

Air Force

Coast Guard

Service Precedence

Flag PrecedenceOrder of Precedence

• Country Flags (Alphabetically)• State Flags (Date admitted to the union)• Service Flags (Service Precedence)• Command Flag• Organization Flag• Positional Colors• Personal Colors

Bunting• Blue is towards the sky!

Understanding Ranks and Titles

DV-1 = POTUS DV-1 = POTUS DV-2 = VP DV-2 = VP DV-3 = 4-star DV-3 = 4-star DV-4 = 3-star DV-4 = 3-star DV-5 = 2-star DV-5 = 2-star DV-6 = 1-starDV-6 = 1-star

The Honorable (US-PAS) His Excellency (Foreign) Royalty (ex Her Majesty) Doctor (Medical) Senators, Representatives Ambassadors Mayors, Governors Service Secretaries Retired Former Officials

PLACES OF HONOR IN VEHICLES

Common Protocol Practices

Place of honor is to the right

Senior person: “Last in, First out”

Host speaks first, honoree speaks last

Oaths

Saluting

Honors

HQ AFMC/CVP Bldg 262, Room A209 4375 Chidlaw Road Wright-Patterson AFB Ohio 45433 Ms. Pamela Eyring

Executive Dev. Program Mgr. HQ AFMC/DPEP Bldg 262, Room N208 4375 Chidlaw Road Wright-Patterson AFB OH 45433

General Lester L. Lyles

Commander, Air Force Materiel Commandcordially invites you to attend a change of command

ceremonyat which

Colonel Michael L. Heil

will relinquish command of theArnold Engineering Development Center

To

Colonel David J. Eichhorn

Wednesday, the seventeenth of Julyone o’clock in the afternoon

Administration and Engineering (A&E) Building

R.s.v.p.. by 10 July 2001 Military: Uniform of the Day (931) 454-6668 or Civilian: Business Suit (DSN) 340-6668

New Commander’s Welcome Reception immediately follows ceremony at

The Arnold Lakeside Club

Dress for Success Formal

Women wear an evening dress• Long dress not normally worn before 6:00 p.m.

Men wear a dark suit before 6:00 p.m.

After 6:00 p.m. formal dress falls into two

categories: black tie or white tie

Dress for Success

Informal Men wear a Business Suit

Women wear a suit or dress before 6:00 p.m.

After 6:00 p.m. women wear a cocktail dress

or evening suit

Dress for Success Business Attire

Men wear a suit or sport coat w/tie Women wear a pantsuit or dress

Business Casual Sports jacket with open collar for men Dress or slacks for women

CasualDenotes sports attire

Business Accessories for Success

Quality pen

Leather briefcase

Appropriate note taker

Professional business card holder

Stationery

Hostess GiftsGenerally are not given

At a principal only event (no spouses)

Dinner at a restaurant

Reception at the Officers’ Club

Hostess gifts are appropriate when invited to the home

Gift “Yellow Lights”Knives or Scissors

Flowers (Number, Type, Color)

Clocks

Wines

Handkerchief

Personal Gifts

Logos (History)

Gift WrappingAppropriate wrapping can make as good as impact as the gift itself

Presentation style wrap

Packaging the gift for travelSecurity

Customs

Gift Card

Gift DispositionGifts from foreign governments that exceed minimal value ($285) must obtain disposition instructions within 60 days of receipt.

Disposition options:DisplayPurchaseTurn into GSA for government saleReturn to presenter

Gift DispositionGifts from Outside Sources

Who: A gift not from a foreign government or from a federal employee

Value: May not exceed $20 ($50 in a calendar year)

Disposition: Accept on behalf of the government, refuse it, return it, or pay donor retail value of gift

Gift Disposition An outside (prohibited) source is any person or organization that is:

Seeking official action by DoD

Regulated by DoD

Doing or seeking to do business with DoD

Substantially affected by the performance of your official duties

Gift DispositionGifts to Spouses

Considered “official” gifts to the employee and processed accordingly

Gifts from SubordinatesOn occasions when gifts are traditionally exchanged, may accept gifts of $10 or less

On special, infrequent occasions, may accept a group gift that is appropriate to the occasion and not more than $300 in value

Gift Disposition

Subordinates cannot be asked to give me than $10 per individual recipients (voluntary contribution)

Aggregate value of the gift cannot exceed $300

Business Entertaining

Participant responsibilities

Reading the table

Table etiquette

““Eating is not an executive skill…but Eating is not an executive skill…but it is especially hard to imagine why it is especially hard to imagine why anyone negotiating a rise to the top anyone negotiating a rise to the top would consider it possible to skip would consider it possible to skip mastering the very simple mastering the very simple requirements…what else did they skip requirements…what else did they skip learning?”learning?”

-A Fortune 500 CEO-A Fortune 500 CEO

“When you want to make a good impression, it is wise to remember that good manners and social skills at the table are as important as your best negotiation skills in the board room.”

President John Adams

Business Entertaining…Business Entertaining… there is no such thing as a there is no such thing as a

FREE meal!FREE meal!

Host or Hostess Duties Set for success“Run the table”

Introduce Guest of Honor (GoH)

Toast the GoH

Host the meal, keep event on track

Napkin Savvy

Host or Hostess CuesHost or Hostess CuesRemoval of the Removal of the

napkin signals napkin signals beginning of the beginning of the mealmeal

Host served last, Host served last, guests should not guests should not begin eating until begin eating until host is servedhost is served

Guest of Honor Duties (GoH)

Meet all guests at the table

Engage in social conversation

Reciprocate the toast

Guest Duties Greet your host first

Don’t act shy – introduce yourself

Mingle with all guests

Write a thank you note

Types of ServiceAmerican

French

Russian

Buffet

English/Butler Service

““The world was my oyster, The world was my oyster, but I used the wrong fork.”but I used the wrong fork.”

-- Oscar Wilde Oscar Wilde

©Copyright 2000, The Protocol School of Washington©Copyright 2000, The Protocol School of Washington

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Dining Experience Meal Sequence

1st Course – Soup/Bread2nd Course – Fish3rd Course – Sorbet4th Course – Meat5th Course – Salad6th Course – (GOH Toast)/Dessert7th Course - Coffee

Silverware Savvy

Styles of Eating American

Continental

Silent Service Code

Proper Holding of SilverwareProper Holding of Silverware

Continental Style Continental Style Silverware SavvySilverware Savvy

Rest PositionRest Position Finished PositionFinished Position

10:00

4:00

American Style American Style Silverware SavvySilverware Savvy

Rest PositionRest Position Finished PositionFinished Position

10:00

4:00

Business EntertainingBusiness Entertaining

Table/Chair Etiquette Reserving your seat

Enter on your left side, exit right

Excusing yourself

Purses/Briefcases

Cosmetics/Hygiene

Departing Tips You only get one shot at first impressions

“Act as if” principal

Punctuality and respect everyone’s time

Do your homework

Smiles light up even dark rooms

Questions?