SAN MATEO MUNICIPAL COLLEGE

Gen. Luna St. Guitnang Bayan I, San Mateo, Rizal

Tel No. (02) 997-9070
www.smmc.edu.ph

MODULE 3 – PROFESSIONAL IMAGE

This module is a combination of synchronous and asynchronous learning and will last for one week.

PREPARED BY:
MARILOU A. LASERNA MBA
Instructor

mariloulserna885@gmail.com
What is a professional image?

A professional image describes the way a person conducts themselves at work and
in other professional settings. It also involves the attitude they use at work and how others
perceive them. People often strive for a professional image that aligns with the expectations
of their particular workplace or industry, as it can help individuals influence decisions and
form important business connections. It can also help people communicate with others
more effectively.

Characteristics of a Professionals

Appearance is only part of the equation when creating and maintaining your
professional image. The impressions you make on others, your attitude toward your work
and your co-workers, your work ethic, your professional dress, and your familiarity with
business etiquette all work together to form your professional image. Your ability to keep a
job, and advance in your career will hinge on your professional image.

Successful business people are those that spend time cultivating their professional
image. In survey after survey, business leaders are asked what they look for when seeking
new employees, and the most common responses deal with professional image. Although
skills, education, and certification in specialized areas are important, employers are looking
for successful individuals who possess a variety of professional characteristics as well.
Successful individuals work hard to make a good impression, present a positive attitude,
and demonstrate their professionalism throufg their exceptional work ethic.

FIRST IMPRESSION
 The power of first impression is immeasurable. Business people also form a quick first
impression of you, usually during the first 7 to 10 seconds of a meeting or interview.
During that short period of time, you are being evaluated on your demeanor, mannerisms,
body language, and grooming. The successful professional will not leave this first
impression to chance. Instead, he or she will take time to review his or her attitude,
clothing, manners, and body language to ensure that the impression made is a positive one
and one that will work to his or her advantage. What can you do to make a positive first
impression?

 Be on time or arrive early. Arriving on time for an interview or meeting shows the
person you are meeting with that contact is important to you. When leaving for an
appointment, allow extra time for traffic problems and other unforeseen delays.
Although arriving early is always better than arriving late, do not arrive more than
15 minutes prior to your appointment time. If you have some extra time, get a cup of
coffee, take a walk, or find a quiet place to review your notes. Timeliness is the first
step in in creating a positive first impression.
 Be comfortable and confident with your skills and abilities. If you are confident and
comfortable, you will make the other person feel more at ease. This will help in
presenting your self in a positive light.
 Dress professionally. Whether you like it or not, people often make judgments based
on the way you look. If the person you are meeting does not know you, your
appearance is often their clue to your personality. Pay careful attention to the
section on professional dress and grooming that appears later in this chapter. What
you wear and your personal hygiene make a strong statement about you.
 Smile. A warm and confident smile goes a long way toward making a good first
impression. It will also put you and the other person at ease. Be careful not to seem
insincere. Make sure your words and actions support the smile on your face.
 Be conscious of body language. You may have heard the expression “your actions
speak louder than words.”
 Standing tall, making eye contact, and greeting people with a firm handshake all go a
long way toward making a good first impression. Avoid fidgeting, twirling your hair,
and playing your jewelry. Crossing your arms may signal that you are angry.
Crossing your legs may show you in more of a casual light.
 Be positive. Remember, your attitude shows through in everything you do.
 Be courteous. Good manners and polite, courteous behavior help make a good first
impression. In fact, anything less can ruin the one chance you have at making that
first impression count. Give the person you are meeting with 100 percent of your
attention. Turn off your cell phone, and do not become distracted by what is going
on around you. Focus all your attention on the person with whom you are meeting.

POSITIVE ATTITUDE

Attitude can be defined as disposition, feelings, or moods regarding event,

circumstances, or people. Your attitude comes through in everything you do, from
answering the phone to working with others in the office. Although attitude can be
positive or negative, it is something a person can control. Everyday a person has a
choice as to what attitude to have. While there are things in life a person cannot change,
individuals can change their attitudes and how they look at things.

WORK ETHIC

What is work ethic? A work ethic is a set of values based on the merits of hard work
and diligence. It is also a belief in the benefit of work and its ability to build a person’s
character. Coming to work on time, being prepared for meetings, and working
cooperatively with others in your office says a lot about your work ethic. Exhibiting the
 right attitude, skills, and professional ethics is a positive start to developing an effective
work ethic.

If you wish to be successful, you must develop a positive work ethic. Think about the
type of work ethic you currently convey. Individuals with a strong work ethic typically
display the following characteristics:

 Arrive at work on time and stay until their shift is over

 Meet all deadlines (both scheduled and unscheduled)
 Exhibit a sense of integrity and trustworthiness
 Follow established rules and procedures
 Make productive use of work time

A person with a strong work ethic demonstrates responsibility and initiative, is

reliable, and maintains appropriate social skills. Individuals with a strong work ethic show
their integrity by using their sick days only when they are sick and by taking vacation days
only as scheduled. If a worker’s lunch hour is scheduled for noon and a customer’s needs
assistance at that time, the individual with the strong work ethic will take care of the
customer’s needs first. Always putting forth your best effort and doing your best work
demonstrates a strong work ethic.

Having a strong work ethic does not mean you are a workaholic – a person who is
addicted to work. It equates to putting in a full day’s work for a full day’s pay; it does not
mean that you are working overtime for free. Instead, the successful professional will find a
comfortable and practical balance between work and personal life. Remember, individuals
who exhibit a strong work ethic are often those who get the job, are given additional
responsibility and higher wages, and are considered for promotions.

OTHER PROFESSIONAL CHARACTERISTICS

Possessing the skills necessary to effectively complete your job responsibility is vital,
but the ability to effectively manage your time, anger, and stress and to make decisions is
equally important. Demonstrating to your supervisor, co-workers, and clients your
expertise in the following work-place skills contributes positively to your professional
image:

 Communication (listening, reading, verbal presentation, and writing)

 Interpersonal relations
 Time management
 Critical thinking
 Decision making
 Creative thinking
 Teamwork
 Technology
 Leadership
 Stress management
 Problem solving
 Customer focus

The effective administrative professional possesses certain characteristics. These qualities

include the following:

 Openness to change
 Initiative and motivation
 Integrity and honesty
 Dependability
 Discretion
 Commitment to observing and learning

Remember, these personal qualities and job skills in isolation will not make you
successful. If you wish to be a successful administrative professional, you must integrate
them with other personal success qualities. They are not your complete professional
image; they are only part of it.
WORK CHARACTERISTICS

Your work area is another avenue for you to present a positive professional image
because it an extension of your professional appearance. Whether you work at a desk in an
open area of the office, in a cubicle among many cubicles, or in a small, enclosed office, the
appearance of that workplace says a lot to others about your professionalism and your
attitude toward your work. Careful attention should be focused on both your workspace
and your desk.

Your Workspace

The area around your desk, or your workspace, should be neat and orderly. In most
instances it is acceptable to personalize this area, but make sure to keep it professional. It
is still a place of business, not an extension of your home.

Your Desk

A professional has an organized desk. Your work supplies, including stapler, paper,
envelopes, paper clips, and pens, should be organized and easily accessible. Keep current
projects and completed projects organized as well. Being able to locate material quickly
and efficiently demonstrates your professionalism.

Your Daily Work

Part of your professional image is based on the quality of the work you produce. Use
accepted formats when creating business letters, repots, and other documents. An
attractive and professional-looking document is a positive reflection on you and your
organization.

An attention to detail is very important. Documents that are properly formatted and
proofread, names and titles that are spelled correctly and used correctly, and papers that
are clean and folded evenly all indicate the level of professionalism that is appreciated by
your employer and your clients.

Professional Organizations

Participating in professional organization can help you improve your professional

image. Professional organization often provide websites, articles, newsletters, and seminar
that can help improve your skills. Knowing that you take the time and effort to try to
improve your skills and knowledge will help you give your superiors and co-workers a
positive image of you.

Business Networking

Networking is the process of exchanging information and building positive business

relationships. Networking is often a deliberate, planned process. It involves the open
exchange of leads and introductions. People network in different settings: on the
telephone, in hallways, at professional conferences, at company meetings, in classrooms, in
elevators, on airplanes, in hotel lobbies, at alethic events, in supermarkets, or just about
anywhere. Some networking is carefully planned, and some just happens. Regardless of
how networking takes place, the most effective networker shows genuine interest in other
people. The savvy professional uses networking skills to help develop a positive
professional image.

Many people belong to one or more social networks, including Myspace, Facebook,
and Twitter. Remember that the information you reveal, the words you use, and the images
you post online are available to a wide audience. Make sure your images, profiles and
words are ones that you would want a potential employer and your coworkers to see.
Making jokes that might be offensive, expressing yourself in an unprofessional way, or
showing yourself in silly or compromising situations may seem like harmless fun when you
are young. However, that sort of image can reflect badly on you in the workplace.

YOUR PROFESSIONAL LOOK

Dressing the Part

People often make judgments about others based on how they look. Remember that
people establish their first impressions during the first 7 to 10 seconds of an initial
meeting. This early judgment based strictly on appearance. Although the person wearing
jeans and t-shirt is often not taken as seriously as the person wearing a formal suit. In
addition, your attitude and confidence level are affected by the clothes you wear. If you
dress more casually, you may tend to behave more casually as well.
 Professional dress also affects an individual’s chances for promotion. You certainly
should always follow the dress code. If you want to be respected as a professional and
considered for promotion, dress the way that the individuals currently in that position
dress. A good rule of thumb is to dress one step above your current level in the
organization or to dress as well as the best-dressed person in the organization.

Professional Business Attire

In the business world, professional business attire for women is typically a suit or
tailored dress in a traditional color such as black, navy blue, brown, beige, or gray. The skirt
should extend to the knee or below and should not have high slits or openings. A sleeved
blouse in a light color that compliments the color of suit should be worn. Closed-toe, low-
heeled, conservative pumps are also suggested. Women should avoid wearing spiked heels,
sandals, and shoes with flashy beading or stitching. Hosiery should always be worn and
should be neutral or skin-tone in color. Remember to make sure that your shoes
accessories are clean and polished.

Professional business attire for men is a two-piece matched suit in a conservative

color such as navy, dark gray, or black. A long sleeves dress shirt in white or a light color is
also required. Ties are mandatory, and men are encouraged to select a conservative tie that
matches the suit. Shoes should be either brown or black leather and polished. Socks should
match the suit and should pull over the calves so skin does not show when sitting down. A
simple leather belt that matches the color of the shoes should also be worn.
Business Casual Attire

Business casual is not a license to be sloppy or dress inappropriately; individuals are

still required to have a neat and coordinated appearance.

For women, business casual may consist of a business skirt or casual pants. As with the
professional category, the skirt should be at least knee length. Anything shorter is never
appropriate in a business setting.

Business casual does not mean anything goes. Short skirt and sundresses are never
considered appropriate business attire. Regardless of sleeve length, shirts should not be
tight or expose too much skin. Although tennis shoes and flip-flops may be comfortable to
wear during your leisure time, they always considered too casual for a business setting.

For men, business casual dress at a large corporation may mean a sport coat with a
tie rather than a business suit. At a smaller company, business casual dress may mean
khakis and a polo shirt. Once again, the best rule of thumb is not to make assumptions but
rather to watch what others are wearing before making your clothing selections. Athletic
shoes, hiking boots, and sandals are never appropriate (even n the summer). Men should
wear leather shoes, dark socks that pull over the calf, and a belt that matches the shoes.
Research and find out exactly what business casual for your organization.

Other Dress consideration

In addition to business standards or formalized dress codes, there are other variables
that you may consider when deciding what to wear. Points to keep in mind when
purchasing your business wardrobe may include the following:

 Climate.
 Regional variations
 Business environment
 Type of occasion

Appearance
 Attention to personal appearance is just as important to your professional image as
what you wear. In addition to selecting the right clothes, attention to personal hygiene is
necessary.

Remember some individuals are allergic to fragrance. If you choose to wear perfume or
cologne, make sure that it is never strong. In consideration of others, the best rule to follow
is to use a little or not to use any at all.

Jewelry

For women, jewelry should not be gaudy or appear overpowering, and it should not
be noisy. Some women are more relaxed when asked to shake hands if they don’t have to
worry about rings digging into someone’s fingers. An easy guide for women suggests
wearing no more than six or seven pieces of jewelry (earrings, a watch, wo rings, a bracelet,
and a necklace). For men, a conservative watch and wedding ring are appropriate. Even for
business casual dress, jewelry should be minimal.

UNDERSTANDING BUSINESS ETIQUETTE

 Etiquette can be described as a code that governs acceptable behavior developed
through customs and enforced by group pressure. Business etiquette is the special code of
behavior required in employment situations. Although these standards of behavior may
vary slightly from business to business, it is important to understand the main categories of
business etiquette in order to enhance your professional image. Understanding
appropriate business etiquette helps people become successful and productive employees.

General Courtesy and Manners

Manners are the standards of conduct that show us how to behave in a cultured,
polite, or refined way. Although there are no laws governing manners, social judgments are
made based on whether or not we include courtesy and manners in our behavior towards
others. Manners then, are the general rules by which we need to live. They are the rules
that guide us in our treatment of others.

A courteous person is respectful and considerate of others. Courtesy can be

described as exhibiting excellent manners or polite behavior. Courtesy and good manners
are important in maintaining effective business relationship.

Good manners are based on consideration for other people. Three important
phrases you should always remember to say are “please,” “thank you”, and “I’m sorry’”

Greeting people appropriately is also a function of good manners. As we pass

individuals in the hall, it is appropriate to acknowledge them and to greet them.

Dining and Restaurant Etiquette

Much of today’s business takes place during business meals. If you want to make a
positive impression in dining situation, you must use appropriate table manners.
Regardless of whether you are having lunch with a business associate or dinner with a
prospective client, your dining etiquette speaks volume about you as a professional.
Hosting a Business Meal

If you are hosting a business meal, it is your responsibility to extend the invitation to
your guests. You may offer your guests a few date or time alternatives an allow them to
make the final selection of date, time, and restaurant. If possible, select a restaurant that
will allow you to make reservations. As host, you should arrive 10 to 15 early so you can
greet your guests. Arriving early also gives your time to make arrangements as to how the
bill will be paid.

As the host, you should be comfortable enough with the restaurant menu to make
meal recommendations to your guests. If not, ask your server for suggestions. Allow your
guests to order first, and encourage them to feel comfortable to order whatever they wish.

Table manners play an important part in presenting professional image during

dining. Regardless of whether a person is dining with a business associate, a customer, or
friends, manners say a lot about the person.

Attending a Business Meal

If you are a guest at a business meal, remember that the host should indicate the
beginning of the meal by unfolding the napkin and placing it in hi or her lap. The host
should signal the end of the meal by placing the napkin back on the table. If the menu has
not been preselected, the host will typically suggest that you order first. Avoid ordering the
most expensive items on the menu or making several changes to menu item.

When eating, remember to use your utensils in the order they are placed, from the
outside moving inward toward the plate. A good rule to follow is to eat to your left and
drink to your right. Your bread dish will e on your left, and your water goblet and wine glass
will be on your right. Do not reach across the table or in front of others to get food or
condiments. Pass food from the left to the right.

When you finished with your meal, do not push your plate away from you; instead,
lay your pork and knife diagonally across your plate. If you are unsure about anything
during the meal, watch the host or others around you. When the host signals the end of the
meal, place your napkin on the table and thank your host.

The two typical dining styles are continental and American. With the American style
of dining, the knife is used only for cutting. During cutting, the knife if held the right hand
and the fork in the left hand to help control the object being cut. The knife is then put down
on the edge of the plate (blade facing in), and the fork is switched to the right hand to lift
the cut food to the mouth. Remember to keep your hands in your lap when not being used.

With the continental dining styles, the knife remains in the right hand and the fork in
the left. After the food is cut, the knife is used to push the food onto the fork. The tines of
the fork face downward when the food is lifted to the mouth. The hands remain above the
table when they are not in use.

Making Introductions

The way you meet and greet individuals in business situations creates lasting
impressions. Making appropriate introductions will put you and the people you are
introducing at ease. Introductions are the first encounter an individual will have with
others, so make sure to make them positive. Keep in mind that business introductions
should be made based on professional rank, not gender. This means that the person of
highest ran should be introduced first. Follow these guidelines when making introductions:
  Name the most important person first
 Say each name of person clearly.
 In more formal introductions, use a courtesy or professional title (Mr., Mrs., Miss,
Dr.)
and last name. if you do not know what title a woman prefers, use Ms.
 Add interesting information (if you know something) about each person. “Terri
Ruiz, please meet Robert Hailey transferred from Cleveland to the Detroit office. Mr.
Hailey, Ms. Ruis is the president of Mill Falls Electric.”

The most important point to remember about introductions is to remember to make

them. Failing to introduce a business customer to a colleague is embarrassing and rude.
Forgetting a person’s name is not an acceptable excuse to skip an introduction. In fact,
people would prefer you to make an incorrect introduction rather than to have them stand
there acknowledged and disregarded.

At times, you will be the person who is being introduced. When this is the case, follow
these guidelines:

 Stand up (both men and women) when meeting someone

 Smile and establish eye contact with the individual
 Greet the other person; state your name and position
 Shake hands firmly. However, you do not want to shake hands so firmly that the
other person feels as though his or her hand is being crushed. Neither do you want
to shake hands so limply that the other person feels no expression of warmth from
you.
 Repeat the other person’s name.
 Establish a conversation with the person. It does not need to be a lengthy
conversation; a brief exchange of words is acceptable.
 After the conversation is over, let the person know you enjoyed meeting him or her.
You might say, “I certainly enjoyed meeting you, and I look forward to seeing you in
the future.”
SUMMARY

 Successful business people spend time cultivating their professional image through
making positive impressions, presenting a positive attitude, exhibiting a strong work
ethic, and demonstrating other professional and work characteristics.
 Because your appearance can help or damage your chances of success in business in
business, research appropriate attire for business situations, and pay attention to
grooming.
 Understanding and using appropriate business etiquette is an integral part of your
professional image. Because appropriate etiquette varies greatly among cultures,
research the country you are planning to visit to make sure you are ready to make a
positive impression.