Women In Packaging Get the latest Packaging news and link to other industry resources. DISCUSSION GROUP What's on your mind?

Packaging Horizons Chic, Savvy & Successful Dressing for success? It's about more than just looking 'cool'. Running a meeting? Make sure everyone knows who's in charge. It takes planning, preparation to ensure proper business protocol. By Jamie Heckelman Proper business protocol can make or break your career. Without business and professional etiquette, your career could be on shaky ground. Having it and using it wisely will put you and your career on the fast track. But what are the guidelines for ensuring that you are on the right path? And who says what's right or appropriate? Over the years, valuable lessons have been learned by women in the packaging industry; many of which were gleaned through awkward situations. Three years ago, when Kathryn Mowris held the position of vice president of manufacturing, running a $50 million business, she found herself subject to an extreme level of unwarranted scrutiny. The company she was working for decided to sell part of its business and lease it back. Mowris was put in charge of the project. As the primary decision-maker, Mowris positioned herself at the head of the table during negotiating sessions. She was about to begin bid reviews when one of the vendors opened discussions by asking her why she thought she was qualified to hold her position or to make the decision concerning the deal. "I heard little of what he said after that, I was so taken aback," said Mowris, remembering that the gentleman didn't ask any of the men present from her company the same question. Mowris' financial department associate--a man--immediately interjected, recited her resume and reminded the vendor that, in no uncertain terms, it was she who would be making the decision. Afterward, Mowris pulled the questioning vendor's boss aside and gently suggested that perhaps some gender training was needed. "If it happened again, I would behave the same way our finance person did, or I would deal with it on the side," says Mowris, currently a management consultant to the packaging industry. Tact, she advises, is needed. "You want to avoid sounding like an emotional woman having one of 'those' days." Breaking stereotypes On many fronts, women have to overcome stereotypes of their traditional roles in the workplace. Susan Dorn, director of public relations and marketing for the Flexible Packaging Association (FPA) in Washington, DC, found herself pigeonholed early in her career in a role traditionally held by women. As a production manager for a cable television station in Dallas, she was the only female present at staff meetings, during which her male counterparts delegated her as the official notetaker. "Every single time," she recalls, "they just assumed I should be the one to take the minutes." One particular day, Dorn intentionally neglected to bring pen and paper with her. When one of the men commented that she should be recording the events of the meeting, she informed those present that she did not have pen or paper and that someone else might be able to take notes. "There was dead silence," she says, after which one of the men sheepishly said, "Well, maybe Jim could do it this time." Dorn says she learned early on there is subtle way to get a message across. "You can make a point without being overt." There was no subtlety, however, to the situation in which Carole Giovacchini found herself in the 1970s. As a financial analyst for a Fortune 100 company, Giovacchini was in a meeting with the company's treasurer, as well as a client and her company's CFO, a female. After the business concluded, the treasurer made arrangements to go out to dinner. There was just one catch: The restaurant did not allow women. "This was not that long ago," says Giovacchini. "The client could not believe it and it was embarrassing for the company." Other than the recently popular "gentlemens'" clubs, one might be hard-pressed to find men-only establishments in most parts of the country today. However, there are some tried-and-true guidelines when it comes to entertaining clients of the opposite sex. Whenever possible try to conduct business entertaining during the day. Giovacchini says she has had particular success with Chicago Bears games. One rule of thumb she always adheres to is when inviting a married male client to dinner, she always extends an invitation to his wife to join them. While business entertaining is appropriate, Mowris suggests avoiding "social" drinking at all costs, particularly when served at hospitality suites. Free-flowing alcohol can cause all kinds of problems, she warns. Her suggestion to avoiding such situations is to "arrive early and leave early." Not that all entertainment involving alcoholic beverages necessarily leads to problems, but why take the chance with a key client, co-worker, subordinate, or superior. Lining up your ducks One of the most important protocols to apply at the office is preparedness. Dorn, who admittedly suffers from "meeting phobia," says that punctuality helps you be more prepared. "Be early, otherwise it makes you look scatter-brained and disorganized," she says. "If you're late, you have to compensate and you will have lost your edge." When Marcella Love, national account manager for Chevron Chemical, had to negotiate with a high-level veteran VP from a male-dominated packaging company, she had all the tactics down. She had researched the business and studied negotiating techniques. It worked. She gained his respect and his initial comment of "What am I going to do with this woman," changed to "I'm getting too old for this." "It is important for female executives to be prepared and professional," says Victoria Chatman-Galloway, senior manager, packaging technology, Rhone Poulenc Rorer. She suggests that before a meeting, women take extra time to develop a thorough understanding of the information to be presented. "Try to foresee some of the questions that might be asked." Such advice is particularly appropriate for women just beginning their careers. Preparation is also crucial when conducting international business, especially in Asia-Pacific countries where the woman is traditionally subservient. Be prepared for what to expect, how to handle the situation if something goes wrong and what type of follow-up is appropriate. You don't necessarily want to inflict your value system; but you have to understand and be respectful of other cultures. "It's a very fine line," says Mowris. Chatman-Galloway observed this balancing act first-hand when she worked for a Japanese-owned company, during a meeting with American and Japanese associates to finalize strategic project plans. An American counterpart began to express frustration by raising his voice and using strong, aggressive language. Although not the most desirable of behavior, it is usually accepted in the United States and with American companies. However, says Chatman-Galloway, the person lost favor with his Japanese counterparts, and more importantly, respect with company management. The double-Windsor dilemma Remember just several years ago when professional women, in hopes of blending in with the male corporate culture and breaking barriers, donned dark blazers, crisp white shirts and ties? Thankfully, that heavy attire is no longer a trend or necessary. "Don't try to look like men, act like men or dress like men," says Giovacchini. "Make femininity your strength." FPA's Dorn takes that advice a step further, suggesting women always wear a suit or dress, but never pants. "I find that if you want to present yourself as a professional, clothes help make a difference." In addition, don't become physically hindered by what you are wearing. Wear or bring flats when going on a plant tour. Keep accessories to a minimum when giving a presentation so that they do not become a distraction. You don't want a necklace wrapping around the projector as you change overheads or your hands fidgeting with a scarf that just won't stay tied properly. Dress codes are most often dictated by geographic region. Be cognizant of the culture where you live and work. If everyone wears Dockers, then don't wear a blue pin-stripe suit. Never show cleavage and always keep skirts to an appropriate length: in other words, no Ally McBeal skirts. The same basic rules apply to "casual Friday." Even on these dress-down days, Chatman-Galloway suggests not opting for open-toed shoes, exceptionally short dresses or low-cut tops. And first impressions being all important, she reminds that if you're meeting a client on a "casual" day, dress in a more professional manner. Dawn Marie Driscoll, executive fellow at the Center for Business Ethics at Bentley College, recommends to younger women that they dress one level above their current position. "If you are an assistant manager, observe what the managers wear. If you are a manager, see what the vice presidents wear," she advises. "Always err on the side of dressing more professionally." After you, please Unfortunately, there are times when it is difficult to determine exactly what is acceptable in a particular office environment. Always be observant of what your co-workers do. For example, if everyone takes the same seat during a particular meeting, don't knowingly take someone else's seat. Observing such "unwritten" courtesies will work to your advantage. Basically, explains Driscoll, "be observant." Other common courtesies include sending thank-you, congratulatory or condolence notes to a peer who has won an award or suffered through a rough period. "People remember little efforts like that," she adds. Following these guidelines will foster respect and promote professional success. "I tend to act extremely professional with older male business associates," says Love, who adds that when working with colleagues more her own age, she does not feel the male/female barrier she senses with more senior co-workers or superiors. Giovacchini knows such barriers are being challenged and overcome bit by bit. She was the first woman to be invited on an industry-based, all-male fishing trip. There was one condition, however--she had to stay at a hotel, while the men in the group stayed together in a house. "Now," she says, "I want to get a group of women executives together and go to a spa. Anybody interested?" Jamie Heckelman is managing editor of Packaging Horizons Magazine. Emergency Protocol Please Excuse Me... You are in a very important meeting when you get a message that there is an emergency at home or school with one of your children. Do you know the appropriate way to handle excusing yourself from the meeting? Simply state that there is an emergency and that you must leave. Immediately defer leadership Encourage the group to carry on and make necessary decisions Upon your return, be supportive of decisions made in your absence Professional Protocol You're In Charge If you are in a leadership position that a woman has not held before, make it physically known that you are in charge. Sit at the head of the table. It is your responsibility to open and close the meeting. Introduce yourself with a sturdy, firm grip. You don't need to crush bones to prove your value. Men often shake each other's hands but nod to women. Make your presence known. Swearing does not make you one of the guys. It is not necessary in any situation. Don't fidget or slump in your chair. Sit tall in your seat and stand with a presence. RETURN TO PACKAGING HORIZONS EDITORIAL HIGHLIGHTS PAGE