Tip of the Month for February 2005 - Making the Proper Business Introduction

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Tip of the Month for February 2005
Making the Proper Business Introduction

Add confidence and authority to your business introductions.

“I feel uncomfortable introducing people to one another,” is an all too frequent complaint uttered by today’s professionals. Style and form play a major role in successfully making introductions.

Making a good introduction has many components. Many professionals often rush through introductions because of feeling awkward. People involved with an inappropriate introduction feel embarrassed. It’s like watching a train wreck. How many times have we seen a person across the room and forgotten their name? We lean into the person next to us and say, “please introduce yourself, because I forgot his/her name.” The person accompanying you abides by your request. They begin to introduce themselves, and you act surprised as if you were caught off guard by not making the introduction. Suddenly, you cut in and apologize for being so rude and not introducing them to one another. The third person knows exactly what you did. We all do it, so why would you think you are anymore sneaky than the next person? The more confident you are when making introductions the more comfortable everyone around you will feel. That makes for proper etiquette.

When introducing yourself, include your first and last name. Always add your title, and your company’s name. The way you respond to an introduction tells a lot about yourself. Be an alert listener. Always respond in a formal matter. When you know the most formal way of doing things you may always scale down.

Avoid saying “hi” it sounds too immature for business. Saying “hello” is never enough. When you say “hello” say the other person’s name, “hello, John Smith.” Try to use such words as, good morning/afternoon/evening.

All business introductions are based on power and precedence. The person who holds the highest position in an organization takes the precedence over others who work there. Gender does not affect the order of introductions.

The person with the highest authority receives the other person. Here is an example of an incorrect introduction: “Mr. /Ms. Greater Authority, may I introduce YOU TO Mr. /Ms. Lesser Authority.” Saying YOU TO reverses the order of precedence. This is a common mistake made in introductions. The proper way to make this introduction is as follows: “Mr. /Ms. Greater Authority, may I introduce TO YOU Mr. /Ms. Lesser Authority.” If the two words (to you, you to) are confusing, you may simply leave them out. “Mr. /Ms. Greater Authority, may I introduce Mr. /Ms. Lesser Authority.”

Using these words takes practice. It might be difficult in the beginning to hear your voice utter these words. After a period of time, you will become more and more comfortable with this style. We have become more and more accustomed to using informal introductions and not making proper business introductions. There is a very big difference. In the business arena we should always know who the most important person is and use appropriate formal language. Forms of address are important when introducing an official or a religious leader. For example: A United States Representative is addressed Mr. (name), not Representative (name), or Congressman/woman (name). By introducing them as a Congressman/woman indicates they are either a Senator or Representative. If a State Representative is being called or announced, it would be said like this: “The Honorable Mary Doe, Representative from (state).” Otherwise you would address him/her by Mr. /Ms.

If you are introducing a Governor, you would address them as “Governor (name).” If you are unsure how to properly address dignitaries you may want to brush up on proper forms of address before you make an embarrassing blunder.

Informal introductions are acceptable when you are introducing persons in a group where everyone is on a first name basis. “Mary Smith, I want to introduce Tom Jones.”

If you are introducing someone to a group of people, say the new person’s name, and then give the names of the others in the group. If you can’t remember all the names, it is correct, acceptable, and practical to say the new person’s name and suggest the others introduce themselves. Don’t use expressions such as “shake hands with,” or “meet, so and so.” Attaching, “my friend” to one of the names when introducing two persons, implies that the other person is not a friend.

Formulas for family introductions are often confusing. Never refer to your wife or husband as Mr./Mrs. If your last name is known to everyone, all you need to say is “Tom, my husband,” or “Mary, my wife.” If a woman has become well known by a professional name, or has a different last name from that of her husband, she should mention her husband’s last name when introducing him. Clarify the relationship of your family member. Example: “Jim Brown, I’d like to introduce Tim White, my brother.”

Never give yourself an honorific in an introduction. It is considered proper etiquette to use honorifics in business, even if you know the other person on a personal level.

Refrain from making unnecessary gestures. Touching the person you are introducing or gesturing toward them when you say their name is too overpowering and offensive. The less you rely on gestures the more confident and authoritative you will appear.

Look at each person as you say their name. This focuses attention on the individual and makes him or her feel important, while you look in control. Tell something about each person whom you introduce. This creates easier conversation for both parties.

When you feel your company is misintroduced, correct the person immediately. Do so in a friendly way. This also applies to a mispronunciation of your name.

If you forget a person’s name, kindly apologize and ask them to repeat their name. This act of kindness is much better than avoiding them all together.

Always stand when you meet someone, and when you shake someone’s hand. This also applies when saying goodbye. Gender does not play a role in business etiquette. Professional women undermine their credibility when they remain seated to shake hands or greet someone. Make sure you shake hands with everyone in a group – do not single out one or two people.

Introductions play a major role in networking opportunities, nurturing existing business relationships, and creating new ones. Consider how important you feel when someone introduces you in proper form. The ritual of introductions can be far more inviting if we take our time. Remember: making proper introductions builds credibility and gives you more authority. Once you master these techniques you will feel much more confident and make everyone around you feel comfortable knowing you are in control.

Mind Your Manners specializes in seminars and consulting services in business etiquette and international protocol. For more information, please contact Amy Palec at (262) 376-0515 or visit her web site www.amypalec.com.