The protocol and manners of business card exchange
The Japanese have taught us everything we know about business card exchange. Up until very recently, many of the Japanese worked for the same company for their entire lives. Thus, their business card "makko," which literally means "face," represented one’s life. Therefore the quality and stock on which this information is imprinted is very important, as well as where a business card is kept, how it is presented, received, acknowledged and ultimately placed.
1. If you are serious about doing business in your target country, the same information should be printed in THEIR native language and presented, readable side up.
2. Engraved is recommended. Avoid cheap, laminated cards.
3. Invest in a quality case. You want everything about you to speak of quality. Unless you are doing business in India, where the cow is sacred. In that case, do use a vinyl case (like the ones that come with a pack of 500 business cards)
4. Never ask a very senior executive for his or her business card. They won’t have one. Why? Because of their status, you should know how to find this person to follow up.
5. Never write on a business card in the presence of that person. Why? You are defacing their "life" (literally translated).
6. If someone would like to give you their direct dial or home phone, where do you write this? On the back of the card; however, be sure to ask first. "Excuse me Jen, but do you mind if I write on the back of your card?" By asking, you are showing that you know the protocol, and that it is not normally acceptable to do so.
7. Never presume that someone else wants your card. If you would like another person’s business card, ask "May I have one of your cards?" and then ask, "Would you like one of mine?"
8. When networking, it is much more efficient to wear something appropriate, i.e. with large pockets – one for outgoing and one for incoming business cards. This will help facilitate smooth transfer and exchange of business cards.
9. Exchange business cards before a meeting, so that you can use and remember the person’s name in conversation. In a meeting, this is definitely to your advantage.
10. The most important point in business card exchange is to acknowledge the card. Feel the quality, look at the card, look back at the person to acknowledge the card to them. Their card speaks of their business –the quality of service they provide, their title, etc.
11. The most formal way to give a card is with a thumb on either corner, readable side up and facing away from you. The second most formal way is with a thumb on one corner. Please know enough to accept the card in whatever manner it is given to you.
12. If someone hands you a cheap, laminated business card, or something with flowers or pastels on it, unless they are in a creative industry, you may want to rethink this person being on your "A" list.
Judith Bowman is a protocol consultant and principal of Protocol Consultants International (www.protocolconsuntants.com). The company offers training and consultation services to those who want to enhance their interpersonal skills and personal effectiveness in business and social
relationships. Her book on protocol and etiquette, Don’t Take the Last Donut, will be published in the spring of 2007. Judith Bowman can be reached via
e-mail at judith@protocolconsultants.com or via phone at 781-381-2945.
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