Author: admin

Stand upright, direct your gaze to the person you’re addressing to show respect; maintain a straight back posture, nod in greeting; smile to show friendliness; a friendly smiling eye expresses goodwill after greeting; if the person being greeted is currently engaged with others, a smile or a nod to acknowledge their presence may suffice.

1. Cách chào hỏi:

• Stand upright, direct your gaze to the person you’re speaking with to show respect
• Maintain a straight back posture, nod in greeting
• Smile to show friendliness
• Your friendly smiling eyes express goodwill after greeting
• When the person being greeted is interacting with others, you might just need to smile or nod to acknowledge them

• Greeting priority order: Subordinates greet superiors first, when greeted, superiors reply; Colleagues at the same level: younger persons greet older ones first.

2. Handshake Guidelines:

Use one hand and mainly the right hand to shake hands.

When shaking hands, look straight into the person’s eyes (avoid looking into the eyes of the person you’re shaking hands with if they are the President or the head of a religious community).

Shake hands from an equal position, stand straight (women may sit) in a friendly and respectful manner. Only a light squeeze to express warmth and intimacy is necessary.

Handshake one by one in order of arrival, age, and rank. When in a lower social position, wait for the partner to reach out their hand first.

Do not bow or hold both hands of the person you are shaking hands with.

Avoid demonstrating a hunched posture, bending excessively no matter how important the individual is.

Do not shake hands for too long, shake violently, shake multiple times, shake too enthusiastically, shake hands while laughing and talking loudly, grinning broadly, or raise both hands.

Do not let go or loosen your hand or appear uninterested when shaking hands.

While speaking: Speak succinctly, clearly, not affecting those around you, with a cheerful, positive voice that shows readiness to help. End the call with a greeting or thank you and gently hang up the phone. Set the phone ringtone loud enough to hear, without letting it disturb those around you.

1. Answer within three rings.
2. When making a call, the first sentence: Greeting + self-introduction.
3. When answering the phone, the first sentence: Hello + your name + listening.
4. While speaking: speak succinctly, clearly, without affecting those around, with a cheerful and positive voice that shows readiness to help.
5. Avoid arguments over the phone. If necessary, remain calm.
6. Speak politely, listen to what others say, speak clearly and comprehensibly so others can understand you.
7. Do not interrupt others when you already know what they are going to say.
8. End the call: with a greeting or thank you and gently hang up the phone.
9. Set the phone ringtone loud enough to hear, but not so loud that it disturbs others around you (especially for mobile phones).
10. In case the caller leaves a message, the recipient has the responsibility to convey the message as soon as possible.

1. Work place

For personal workspace:

• Maintain a clean and tidy workspace.
  Organize equipment serving personal application neatly and scientifically.
• When getting up from work, documents should be immediately tidied up.
• Classify and store research documents serving scientific work, conveniently for inquiry.

For general working environment:

• Proactively maintain a green, clean, and tidy workplace, or contact the responsible department to promptly handle issues related to the company’s general hygiene.
• Do not litter, smoke or snack at the workplace.
• Do not gather, gossip, or chat noisily affecting others around.

2. Demeanor

Employees comply with uniform regulations, wear their name badges during working hours and during business transactions.

Males

• Hair should not cover the entire face.
• Hair should not cover the ears.
• Hair should not cover the collar.
• Beards and mustaches should be neatly trimmed.
• Uniforms should be neat, bright, and wrinkle-free.

Females

• Hair should not obscure the face.
• Hair should be neat, avoid using elaborate ribbons or hair decorations.
• Uniforms should be neat, bright, and wrinkle-free.
• Makeup should be light and elegant.
• Communicate and behave in a civilized and polite manner.
• Walk and stand upright, dignified, calm, not too hurried but also not too slow.
• Do not put hands in your pockets during communication.
• Know to give way to older people, superiors, women.
• Open and close doors gently.
• When moving around the company do not hang arms around each other, not stare or point at someone’s workroom.
• Give way at narrow places and ask for permission if you want to overpass.
• Do not lean on the wall or anything while talking.

3. While working:

• Arrive at work on time.
• Greet everyone when arriving at work.
• Contact the manager before being absent or late for work.
• Be always aware of your own behavior.
• Try to keep your speech short and easy to listen to. Avoid interrupting others or creating humor that annoys others.
• Do not leave your workplace during working hours except for business transactions or when necessary.
• Avoid obstructing others during work.
  Show a cheerful attitude, do not reveal personal issues while working.
• Turn off all electrical devices and place safety equipment in the prescribed place and say goodbye before leaving the office.

1. Meeting Etiquette

• Arrive at least 5 minutes before the meeting starts.
• Understand the requirements and contents of the meeting in general, and your responsibilities in particular. If there are unclear or disagreeable points, discuss them with the person responsible for organizing the meeting. If you cannot attend the meeting due to a justified reason or if you are running late, inform the organizer as soon as possible and before the meeting starts.
• Follow the rules set by the meeting moderator.
• Set your phone to vibrate mode to avoid disturbing others.
• Limit phone calls during the meeting. Only take a call if you are not the speaker, or the main subject of the current discussion.
• If you have to answer a call, you must leave the meeting room. The maximum interruption time from the meeting is 5 minutes.
• Do not do personal tasks during the meeting, such as: reading books, newspapers, playing games on the phone…
• Respect others’ opinions, avoid showing a negative attitude and lack of constructive spirit during the meeting.
• Listen carefully to others’ views before expressing your own.
• Avoid interrupting others.
• Always think about the bigger picture before expressing your opinion.
• Raise your hand or give a signal before speaking.

2. Seating Arrangements in Meetings

In meetings with partner

• The high-ranking leader of the Group sits in the presiding seat.
• The partner sits opposite the Leader.
• The second most important person in the Group sits to the right of the group leader.
• The second most important person of the partner sits to the right of the partner.
• The other positions are arranged in order of priority (sitting on the right is more important, the left side is less important).

In internal meetings

• The leader sits in the presiding seat arranged at the center facing the entrance.
• The most important person after the leader sits next to the leader on his right.
• Next, the next most important person sits on the left side of the leader.
• The other positions are arranged in order of priority (sitting on the right is more important, the left side is less important).

1. Using Business Card

• Prepare a number of business cards in advance so that you can exchange them when meeting someone for the first time or when attending a guest reception.
• usiness cards can be included with gifts or souvenirs, and can be used for visits or to express thanks.
• Don’t use old, crumpled, torn, or dirty business cards.
• Don’t write any additional information on business cards.
• The business card design should be consistent with the regulations of PetroVietnam.

2. Exchanging Business Cards

• The person introducing themselves should offer their business card first.
• The person being introduced should give their business card after receiving the other person’s card.
• Stand when giving your business card, present it in a way that the recipient will easily remember the information after receiving it.
• If the other person offers their business card first, it’s polite to nod slightly while accepting it.
• Maintain at arm’s length distance when receiving a business card. Look and confirm the information on the business card.
• If necessary, ask for clarification on how to pronounce the name or any unclear information on the business card.
• When exchanging business cards with several people, start with the person at the highest position.
• When exchanging business cards with two groups, start with the leaders of both groups.
  Organize the received business cards after and find a way to remember the people you have met.
  Give your business card with your left hand and receive with your right hand.

• The person with the highest position sits on the right in the back seat of the car, followed by the second most important person sitting on the left side of the high ranking leader.
• In special circumstances, there could be three people seated in the back seat, but the person sitting in the middle has a lower rank compared to the other two on either side.
• The accompanying staff members sit in the same row as the driver.
  When the car stops, the accompanying staff members alight first and open the car door for the leaders.
• When the leader’s spouse is present, the spouse sits in the honorary position, with the leader sitting on the left side of their spouse. When the car stops, the accompanying staff members get out first and open the car door for the spouse. The spouse then exits first, followed by the leader.