Do you associate “professional image” with personal appearance and behavior? What about your business image, regardless of size or being a not-for-profit organization?
Here are 8 tips to keep your business’s professional image at its highest level:
1: Maintain regular office hours: It is essential to have consistent office hours, especially for non-profit organizations with limited staff and volunteers. This will allow clients, customers, members, and donors to know the best times to contact you, even if your organization is only open a few days a week or has limited hours. Make sure to state your hours on your voicemail greeting and website clearly. Most for-profit businesses maintain Monday through Friday, 9 a.m. to 5 p.m. business hours, but non-profits may need to establish regular hours, regardless of what it is…. For example: We are open Tuesdays and Wednesdays from 9 to 3 p.m., Thursdays from 1 p.m. to 4 p.m., and Fridays from 9 a.m. to Noon.
2: Return all messages received within 24 to 48 hours. Assign one person to manage emails and voicemails and ensure every message is responded to within 24 to 48 hours. This will demonstrate your commitment to being consistently responsive. In case of absence or office closure, set up an autoreply for your email and update your voicemail greeting to inform callers of your expected return time. Never leave callers uncertain when they can expect to hear back from you.
3: A well-designed letterhead and website, well-written documents, and correspondence say volumes about your professionalism: Care enough about your organization’s image when creating stationery and online presence. Your website and printed materials are often viewed repeatedly and should make a positive impression. Also, it is crucial to have a few basic skills in writing and sending letters and emails to present a great professional image.
Having a website is now essential; starting a business is challenging without one. Using a professional web designer is best, but if that isn’t feasible, use a pre-existing design template. When creating a do-it-yourself website, be mindful of how it may appear amateurish and unprofessional. As soon as more funds are available to upgrade the site.
Avoid sending printed letters that are crooked or improperly folded, as it indicates a lack of attention to detail.
When writing a brief letter, center the contents on the page instead of showing it all at the top of the sheet.
When writing, always use proper punctuation and address the recipient correctly. For example, instead of using a comma after “Dear Mr. Smith,” use a colon. These basic skills will present a professional image and showcase your education and professionalism. So, take the time to learn and practice these time-honored letter-writing skills.
Be sure always to read and reread items everything released for clarity and readability before releasing them. A missing word or wrong word will throw everything in the wrong direction. Example: Showing the word ‘do’ versus ‘don’t.’
4: Use documented processes rather than reinventing the wheel: I often witness organizations repeating the same tasks as if they were new, simply because they didn’t keep records of past work. To avoid this, require the maintaining of a journal of meeting minutes and events, detailing successes, areas for improvement, and new ideas for future events. For special events, hold onto historical copies of all items used. These documents will prove invaluable as staff and volunteers come and go, or if you hire an event planner, by providing the necessary training to learn what works and what doesn’t.
5. Organize and rehearse for meetings and special events: Respecting the time of staff, vendors, clients, volunteers, and board members in non-profit organizations is of utmost importance. The lack of proper planning and execution by the chair or meeting facilitator is a frustrating situation that can lead to resignations from non-profit boards. To avoid such instances, it is crucial to have a pre-distributed agenda for the meeting so that participants can prepare well in advance. During the session, the facilitator should maintain control over the discussion, ensuring it stays on track and within the allotted time. Additionally, distributing the meeting minutes as soon as possible helps keep those who missed the meeting informed and aware of what must be done before the next meeting. (See this link on how to conduct meetings: https://www.advancedetiquette.com/communications/meeting-etiquette-part-2/
Make an effort to create a lasting impression for special events that showcase your company, organization, or business. Plan every detail (often called Run of Show), from the moment you arrive to set up to guests arriving at the event until they leave. Conduct rehearsals and walk-throughs with the event staff to address any potential issues that may arise. By putting yourself in the guest’s shoes and considering how you would like to be treated, you can create a memorable experience that could make a difference in gaining or losing a potential client, customer, donor, or member of your organization.
6. Never say, “We’re just a non-profit organization” or “just a small business” as an excuse. What a cop-out! It’s never acceptable to use this excuse, “We’re just a non-profit organization” or “We’re just a small business.” These statements are the most offensive. Just because an organization is a non-profit or small business doesn’t mean it shouldn’t be held to a high professional standard.
Your appearance dramatically affects how you are perceived in the workplace and at events. Seeing everyone dressed professionally and practicing good grooming habits is uplifting. This includes well-kept hair, clean and trimmed nails, and a bright smile showing clean teeth. It can be concerning to see employees wearing wrinkled, dirty, stained, or ill-fitting clothes that are better suited for a casual setting. It’s vital to make a good impression by professionally presenting yourself.
7. Wear appropriate business and event attire. Your appearance when attending meetings and events, as well as in the office, is essential. It’s uplifting to see well-groomed colleagues in nicely dressed attire. This includes clean and trimmed nails, dandruff-free hair, and a bright smile. It’s concerning to see employees in wrinkled, dirty, or poorly fitting clothes that are better suited for casual wear. How your company presents itself reflects how it values its professional appearance, which can translate to how it loves its employees’ appearance and work. Studies have shown that a more professional dress code can increase productivity and accuracy. For complete integrity, adhering to specified dress codes for events, such as black-tie attire, is an absolute must. Otherwise, why state it? Volunteers should also be asked to wear specific uniform clothing, like black pants and a white shirt/blouse.
8. Say thank you and send thank-you notes. Remember always to express gratitude and send thank-you notes as often as possible. These gestures demonstrate your appreciation and recognition of someone’s efforts and contributions to the organization. They are essential in building and maintaining solid relationships with colleagues, supervisors, clients, customers, friends, and family. For the most significant impact, write your thank-you notes by hand and send them via regular mail within 24 to 48 hours of the event. You can never show too much gratitude.
BONUS: One of my biggest annoyances when I attend events is the pre-printed name tags that organizers use. They often use a font size that is too small to read from a distance, which wastes time and effort. Name tags are crucial to the success or failure of an event because they allow attendees to make meaningful connections by seeing each other’s names. To ensure that name tags are effective, organizers should use a font size of 30 to 40 points and print both the first and last names equally so guests can learn each other’s names.
Question: What are your pet peeves about companies and non-profits not maintaining a professional image? Please share your thoughts below or email us at Info@AdvancedEtiquette.com.
Happy Practicing!