Office Etiquettes

Whether you work for a small non-profit organization, a giant multi-national corporation, or something in-between, chances are you spend many hours a day in close proximity to other people. Too often, simple misunderstandings among co-workers lead to workplace tension. In my classes and lectures people often ask me about workplace etiquette as a solution to employee stress.

SOUND

Monitor the volume of your conversations. Be sensitive to how loudly you may be speaking. Do you notice that people down the hall comment on your conversations? That might indicate your voice is too loud. Consider closing your office door and lowering your voice whenever speaking in person or on the telephone.

Keep personal telephone conversations-and emails-brief and at a minimum. Be ever mindful that others are nearby and that this is a place of business. Do not use the company telephone, fax, or email, for any inappropriate and personal matters.

In some workplaces, privacy is difficult to find. If you overhear a private conversation, practice selective hearing. Avoid the urge to be "helpful" in areas best left to the other person to handle on their own. Your best bet for being treated as a professional at work is to keep all workplace conversations professional. Sharing professional information is wonderful, gossiping is not. Only discuss personnel matters directly with specific individuals, superiors, and management.

SCENT

Be sensitive to scents and smells surrounding you. Save cologne and perfume for social occasions, and ask if fresh flowers and potpourri bother co-workers before installing them in your space. When eating at your desk or in shared areas, avoid foods with strong smells and aromas that will travel throughout the office. As great as French fries, Chinese food, and Indian food are, smelling them together in the same room and office can become unpleasant. Dispose of empty food containers and other items where they won't contribute negatively to the office atmosphere.

SIGHT

Keep your personal workspace clean and neat at all times. Generally, less is better when it comes to office and cubicle decor. Use discretion when displaying personal items such as family photos and mementos so as not to overdo, clutter, and obstruct your work area.

Use shared areas with respect and courtesy. Workplace kitchens can be the biggest source of co-worker tension. If you expect everyone you work with to cleanup after them, model that behavior yourself. Wash and return all kitchen items to their proper place, clean spills, and wipe countertops and tables as needed. Help maintain supplies as needed. While leaving food items in a shared refrigerator, mark all items with your name and date. Remove all items at the end of your work week and toss or recycle empty containers. Restrooms run a close second to kitchens as annoyance spots. After use, wipe the countertop and sink of any spilled water or soap. Be sure the toilet is clean for the next user. Notify the proper attendant if supplies are low or out, and of any plumbing problems. Maintain all shared items in "like new" condition and return borrowed supplies. Leave the photocopier in working condition and be sure to take back that borrowed stapler with at least a few staples left inside. If a machine stalls or jams, take time to undo the jam or to alert the proper person to attend to it. We all expect and want to be able to use items and equipment when needed.

PROPER INTRODUCTIONS

When performing introductions, here's what I call my 2-step golden rule to proper business introductions:-

Step 1: The first person's name you say is always the most important person.

Step 2: Thereafter, everyone else's name is introduced to that most important person.

ALWAYS say the most important person's name first. In business, rank and status are the primary determinant to who takes precedence over whom. Gender and age are typically not factors.

NEVER use the word "meet" when introducing people. For example, read the following sentence and tell me who's the CFO and who is the newly hired staff member. "Jane Doe, I would like you to meet John Smith."

Which person is the most important person in this sentence? Who sounds like the most important person? Is Jane or John the CFO? We just learned the most important person is the first person. Yet by the way this sentence reads it appears John is the more important person of the two. So who's the CFO? When you use the word "meet" to introduce someone, you will always throw the emphasis off toward to the wrong person, thereby falling out of protocol for a proper business introduction. In my mind, throw that "m-word" out of your default brain and mental dictionary of proper introductions.

Rather, for an informal introduction, use the words "this is" as the bridge between saying the most important person's name first and then introducing the second person. "Jane Doe this is John Smith, our new staff member. Jane Doe is our CFO."

Remember:

Be careful not to get too wordy when using the word "introduce." For instance, which of these three sentences are correct?

A) Jane Doe may I introduce John Smith

B) Ms. Doe may I introduce to you Mr. Smith

C) Jane Doe may I introduce you to John Smith.

Answer: A is correct and best by using the fewest words; B is correct although wordy; C is not correct, because by switching the words "to you" to "you to" you have again thrown the emphasis onto the wrong person.

Other reminders:

Keep the forms of the address equal. If you use Ms. Doe, you must use Mr. Smith. You should not say, "Jane Doe this is Mr. Smith."
In regular situations, it is best to use both a person's first and last name when making introductions. To use only a first name is not introducing the total person.
Do say something about the people you are introducing so they will have something from which to springboard their own conversation. Then you may excuse yourself to meet and greet others.

Bonus tip- Whenever introducing dignitaries and other notable people, such as elected officials, you may want to use the word "present" instead of the words "this is" or "introduce." It is the style most often used in diplomatic and international arenas.

OFFICE ETIQUETTES

One of the keys to etiquette is paying enough attention to others to be able to modify your behavior to accommodate them. Keep the following tips in mind for surviving life in a workplace environment:-

Dress in a manner consistent with company culture and make sure your clothes are always clean.
Stand up straight and sit with legs together to avoid displays.
Treat a cubicle as if it has a door and a ceiling. Speak calmly and with an even cadence, in person and on the telephone. Personal telephone conversations should be kept to a minimum if you inhabit a cubicle. No one wants to hear your arguments with your spouse. Confidential business conversations should also be kept to a minimum if you're in a cubicle for similar reasons. You don't want to prematurely spill the beans on some important deal.
Face forward in the elevator. If you're getting off near the top of the building, move to the rear of the elevator. If you're getting off on a lower floor, stand close to the front.
Say "Hello" or "Good Morning" to those you encounter in the morning and "Goodnight" to those you encounter as you leave.
Brush your teeth and shower or bathe every day.
Avoid aggressive behavior such as leaning into people, pointing at others, interrupting others, and crowding others.
Avoid heavy perfume or cologne and bringing odorous food into the office.
Avoid snorting, spitting, or picking at any part of yourself.

If you are the boss...

...the best way to earn respect is to treat others with respect. The things you say and do have consequences for others. Do your best and make these consequences positive:

-Ask others to do things rather than tell them.

-Be clear.

-Be polite.

-Learn people's names and use them.

-Recognize that everyone has a life outside of work.

-Don't pry, but be accommodating.

Maintaining Good Relations with Your Superiors

Take the following tips as your first lesson in cultivating good relations with your superiors:-

-Do your job.

-Treat your boss with respect and understanding

-Call your boss by his/her last name unless you are asked to do otherwise.

-Dress in a style similar to your boss.

-Don't assume that your boss is your friend. Don't venture into your boss's private life unless invited.

-Don't confuse business entertaining with social events.