Workplace Manners: Setting an expert Tone in each Workplace

Function Management

five min read

The way you present yourself and interact with others in the workplace always holds significance, whether you’re embarking on your first internship or boasting years of work experience. Office etiquette goes beyond mere attendance; it involves engaging in meaningful conversations with your colleagues and striving to be the top employee of the month. Ultimately, it’s about cultivating a professional demeanor to establish new professional relationships and ensure a gratifying and prosperous work experience.

In this blog, we will delve into the intricacies of office etiquette: what workplace etiquette encompasses, why it holds importance in a professional setting, the dos and don’ts, and several etiquette guidelines, particularly regarding email, phone usage, restroom etiquette, and communication. Additionally, we’ll provide a brief overview of the guide to professionalism in the workplace. Let’s dive in.

What is Office Etiquette?

Office etiquette refers to the set of social behavior standards governing conduct in a workplace. It encompasses a wide array of topics pertaining to employees, including but not limited to body language, behavior, technology usage, and everyday interactions.

Fundamentally, workplace etiquette revolves around how you interact with your colleagues, potential business partners, and clients. It boils down to demonstrating respect for individuals, being mindful of those around you, and consistently showing courtesy.

Why is Workplace Manners Important?

Workplace etiquette holds immense importance as it fosters respect among coworkers. By adhering to proper etiquette, you nurture a collaborative environment. In doing so, each team member is made to feel valued, understood, and integral to achieving the company’s objectives. Setting clear expectations for manners among all individuals can maximize the team’s collective effectiveness.

The following guidelines are intended to highlight critical areas where etiquette should be observed. Please bear in mind that an individual’s unique personality and cultural background can influence their perception of what constitutes good manners. This can occasionally pose challenges when aligning personal values with the company’s goals.

Office Etiquette Guidelines

A man listening to workmate talking about workplace etiquette — Office Etiquette: Establishing a Professional Develop in Every Office 1

Office Etiquette Dos and Don’ts

Do:

Recognize the positive qualities in everyone you collaborate with and acknowledge them.
Show kindness and courtesy to everyone, including coworkers, superiors, and office visitors.
Respect others’ privacy and personal space in both private and public settings.
Accept responsibility for mistakes, offer an apology, and provide a solution.
Always redirect praise received for your work to the team as a whole.
Limit the use of speakerphones, keep personal music at a low volume, and minimize noise.
Always clean up after yourself.

Avoid:

Lying, being deceptive, or engaging in theft.
Exhausting your colleagues’ resources without their permission.
Using vulgar language, making crude, ethnic, or sexist jokes.
Participating in office gossip and rumors.
Making private disagreements public, especially when professional discussions reach a critical point.

Supplement:
Maintain shared equipment (copiers, fax machines, kitchen appliances); repair what you can or inform the responsible person when necessary.

Email Etiquette in the Workplace

Dos:

Use titles (Mr., Ms., Dr.) to address email recipients unless given permission to use their first name.
Send emails with a proper salutation (Dear ____) and a closing (Sincerely).
Ensure there are no typographical, grammatical, spelling, or punctuation errors in your message.
Incorporate “Please” and “Thank you” in your correspondence.
Respect the recipient’s time and craft clear, informative messages.

Avoid:

Sending personal information over email.
Writing in all capital letters or excessive exclamation points, as it can be perceived as shouting.
Using acronyms unless the recipient is familiar with the acronym’s meaning.

Supplement:
Email may not be the most appropriate medium if the information you need to convey is highly sensitive.

Related Article : Basic Ethics When Sending Emails at Work

Phone Etiquette in the Workplace

Do:

Only answer your phone for urgent or important calls.
Ensure your ringer is turned off.
Allow missed calls to go to voicemail.

Avoid:

Using your phone for social media while at work.

Supplement:
Be mindful of the volume and try to keep your call as brief as possible if you are making or receiving it in an area where others are working.

Restroom Etiquette in the Workplace

Do:

Never leave a dirty restroom.
When using it, gently lock the door.
Refrain from repeatedly knocking on doors or peering underneath to check if someone is inside.
Always flush after use. If the flush is not functioning, don’t hesitate to notify the restroom attendant.
Whenever you use the restroom, make an effort to wash your hands with antibacterial soap or sanitizer.

Avoid:

Spending excessive time in the restroom.
Discarding everything into the trash.
Leaving the restrooms without turning off the faucets, lights, and fans.
Leaving unwanted hair and soap wrappers in the toilet bowl.

Supplement:
If the restroom is dirty, kindly request the attendant to clean it.

Workmates talking about workplace etiquette — Workplace Manners: Setting an expert Tone in each and every Workplace two

Workplace Communication Etiquette

Understanding how to communicate respectfully with others at work is crucial for effectively carrying out tasks and responsibilities.
Do:

Maintain a positive and constructive demeanor in all your interactions.
Cultivate positive working relationships with everyone you encounter.
Use questions to seek clarification and avoid misunderstandings.

Avoid:

Sharing excessive personal information, such as political views, religious affiliations, marital problems, health concerns, and significant financial difficulties.
Engaging in constant complaints or associating with chronic complainers.

Supplement:

Refrain from engaging in conflicts if someone confronts you combatively. Take a moment to compose yourself and consider potential solutions rather than dwelling on the issues at hand before responding.
Be mindful of the timing and manner of your communication, and only express dissatisfaction after carefully weighing whether it is worth doing so.

Guide for Professionalism in the Workplace

Employers value professionalism, and they seek candidates who conduct themselves professionally in the workplace. Therefore, it is essential to understand that most individuals strive to exhibit proper workplace etiquette.
Here’s a brief guide on how to demonstrate professionalism in your respective career endeavors.

1. Honor Your Commitments

Consistently fulfilling your work and other obligations demonstrates that you are a responsible individual who takes the necessary steps to complete tasks.

2. Be Observant, Attentive, and Proactive

Displaying attentiveness at work is one of the simplest and most effective ways to showcase professionalism. Taking notes during meetings, asking relevant questions, or simply displaying open body language are examples of how to do this.

3. Embrace Workplace Culture

Workplace culture can vary widely. Therefore, when starting a new position, it’s essential to learn as much as you can about the cultural norms. For example, dressing appropriately for the workplace is a good practice.

4. Minimize Personal Issues

Since the primary goal of workplace etiquette is to show respect for your organization and colleagues, you should avoid any actions that could hinder their ability to perform their jobs effectively.

5. Steer Clear of Office Politics, Especially the Negative Aspects

The reality is that, by virtue of your job, you already play a role in the political climate of your organization. However, there are ways to maintain positivity in these situations: