OFFICE ETIQUETTE

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OFFICE ETIQUETTE

• Basic Rules of Office ConductorHow to survive
  in the work place

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Office Protocol

• Do you know the basic rules of office conduct?
  Do you know how to participate in the office
  environment? Here is a list of the top ten office
  mistakes
• Not using Please, Thank You I'm Sorry
• Failing to compliment staff or peers.
• Not listening - you could hear something.
• Forgetting how to proceed through doors and into
  elevators.
• Knowing when it's acceptable to use cell phones
  or office phones.
• Not assisting new employees in your department or
  company.
• Flirting inappropriately with peers and
  executives at business functions.
• Ignoring problems or complaints, assuming they
  will cure themselves.
• Being late for appointments or not calling when
  unavoidable.
• Making demands on host personnel.
• What is proper office protocol? Lets find out.

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Be comfortable in the Business World by making
those around you feel comfortable.

• Its as old as life itself, but still
  appropriate. Make PLEASE, THANK YOU YOURE
  WELCOME, IM SORRY a part of your everyday
  vocabulary.Its never offensive, often
  expected, and easy to do.
• Its an attitude. Respect those around you and
  they will return that respect. Being polite is
  the greatest motivating factor in existence. A
  good leader uses these word regularly.
• Being higher on an organization chart is no
  excuse for being disrespectful of others. You are
  part of the entire team. Everyone is a critical
  part of the success or failure and no one player
  is more important than another. Imagine doing
  your job without a person for a while and you
  will see how important everyone is.

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With each request Say Please

• If you are asking someone to do something for,
  with, or instead of you Say Please!
• There is no limit to how many times a day you can
  say Please. You are going to run out of them in
  your life-time.
• Please should be the first or last word in any
  request, even if its someone job.- Would you
  type this for me please.- Can you show me where
  it is please.- Please, can you help me
  find.- Please excuse me while I take this
  phone call- Will you deliver this note for me,
  please.

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With each completion say Thank you

• Expressions of gratitude should be sincere. Think
  about what you are thanking people for.- when
  someone does something for you, job related or
  not Say Thank You- when you receive a gift
  Say Thank You - when someone does you a favor
  Say Thank You - when someone praises you
  Say Thank You
• Three ways to say thank you- saying it if you
  are face to face with the person- by telephone
  ... Done within 24 hours of the event- writing
  it .. Most effective, can be reread, shown
  around to others, and is on the record.
• When you receive a Thank you say Youre
  Welcome

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With each error - Apologize

• Whenever an apology is needed, do it! Whenever
  you have inconvenienced someone, apologize. It
  will mean a lot to the person hearing those
  words.
• Say Im sorry for - arriving late to a
  meeting, - misdialing the phone, - forgetting
  an appointment, - forgetting to do
  something, - bumping into someone, - causing
  someone damage, - when you overload an associate
  with work - etc.

I am sorry
Ich bin traurig
Je suis désolé
Estoy apesadumbrado
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Compliments are never refused!

• A smart worker gives many compliments. Employees
  want to know they are doing a good job. Dont
  wait until evaluation time, give compliments year
  round. Encouragement increases productivity and
  desire to do more.
• Compliment your peers. If you look around you can
  find something to compliment. Open your eyes to
  the world around you, listen to whats being
  said, and dont be afraid acknowledge positives
  in others.
• Graciously accept any compliments you receive
  regardless of whether you feel you deserve it. If
  someone has taken the time to notice and
  compliment you, accept it. Just say Thank you.
• Being a good worker means being able to work
  through the day with ease. Making others around
  you feel comfortable will enable you to feel
  comfortable around them.
• A good worker is courteous and caring about
  those with whom they work.
• This builds teamwork.

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Shhh! - What was that?Youll never know unless
you listen.

• Listen and learn rather than talking. If you
  spend your energy observing, listening and
  absorbing the things around you, you become a
  more informed worker. An informed worker is more
  valuable to an organization. If you refuse to
  accept others ideas, opinions, decisions, you
  will become isolated from the rest of the
  organization. No-one knows it all, everyone can
  learn something new, and accepting change will
  make your and everyone's life around you better.
• Communication is two way and involves your ears
  as well as your mouth. Hearing what others are
  saying is crucial. Keys to listening- clear
  your mind of everything except the speaker-
  avoid interrupting those who are speaking-
  repeating back the major points of what was
  said- ask questions to clarify the subject
• When your mouth is open, your ears are closed.
  Listening is an art!

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Proceeding through doors, into elevators, and
entering rooms.

• As you move from one point to another your good
  manners should follow. Movement involves being
  quiet so others are not aware of your actions.
  Trying to be noticed is a symptom of low self
  esteem, selfishness, and rude! Your disruptions
  shows a lack of respect to those around you. Good
  workers move around effortlessly.
• Keys to moving around the office- Keep your
  eyes open, be aware of others.- When entering a
  room, or inviting others to enter, give clients,
  customers or senior management the best seat.-
  When moving quickly among people, carrying
  objects or not, look where you are going and
  smile at those around you.
• When approaching a door, be a holder for others
  and never shut a door in someone else face. Its
  just common courtesy.
• Always hold elevator doors for others who may be
  entering or approaching.
• Regardless of gender, let your guest, staff who
  rank higher precede you through the door. If you
  are female, dont be offended if a male holds the
  door for you. Its respectful, not insulting.
• Lead groups into your office so that you can show
  them where to go.
• Whoever arrives at the door first should enter
  and go through it. Its that simple.

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Telephone manners be aware of what others are
hearing.

• Answering the phone- use a welcoming tone-
  speak clearly- identify yourself, department or
  firm to the caller- never use nicknames when
  answering- never chew gum, eat, sneeze, cough,
  or drink while on the telephone. Cover the
  mouthpiece to protect the caller from such
  intrusions.
• the phone creates the atmosphere to the caller,
  make it friendly, professional, and quick.
• When taking messages for others, remember to
  write down who, what, where, when, how.
• When leaving messages for others, keep it simple
  and short, but not mysterious. Leave your name,
  your number, and why you called or indicate you
  will be calling again.
• Apologize for calling a wrong number.
• Avoid leaving anyone on hold longer that 20
  second.
• End the conversation by making an up-lifting
  comment that leaves the other person feeling good
  about calling.

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Welcoming new employees

• A good manager helps a new employee adjust, and a
  good worker will welcome them to the team and
  offer help where necessary.
• A good supervisor or colleague will- Assist the
  new employee with policies, procedures systems
  without making the new employee feel inadequate,
  nor will they leave them floundering to figure
  things. - Praise the good performance and
  criticize the poor performance honestly.- Treat
  them as part of the team, encourage team
  building.- Treats them as an equal, not forming
  judgments, gives opportunity without feeling
  threatened.
• A new employee will- Listen and learn- Be
  equally nice to everyone- Form their own
  opinions gradually- Resist prying into personal
  issues- Seek assistance when necessary- Avoid
  making comparisons with old workplaces unless
  asked

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Flirting on the job, at business social
functions, or with clients.

• DONT DO IT!
• What is sexual harassment? Not an easy
  definition, but it includes making an individual
  uncomfortable in the work environment because of
  differences in gender and preferences. Creating a
  hostile environment.
• Examples- When someone complements you on your
  dress and then leers at certain body
  locations.- If someone holds you and wont
  release when requested.- Exchanging stories in
  clinical sexual detail.- If one party is married
  and asks another out on non-business
  activities- Unwelcome touches or kisses in
  public or private.- Leaving notes, sending
  e-mail or making phone calls containing sexual
  innuendos.- Explicitly requesting personal
  favors for promotions or raises.- Inappropriate
  distasteful gender jokes or demeaning gender
  conversations
• Prevention- Resist dating someone in the firm,
  a customer or client.- Resist conversations
  about your sex life or others- Resist using
  locker room talk or telling gender directed
  jokes.- Keep all business relationships on a
  profession level.

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Ignoring problems or complaints, assuming they
will cure themselves.

• A good workers doesnt ignore unpleasant task,
  problems or complaints, they deal with them. -
  Ask for assistance in correcting the problem. -
  Investigate complaints to get the full story and
  then apply corrective measure to prevent
  further problems.
• A manager will use tact and diplomacy when
  dealing with complaints and problems.- Offer
  assistance in correcting problems, finding out
  the root cause.- Investigate all personnel
  problems thoroughly, speak with the individual
  in private offering measurable corrective
  activities.- Follow up on the individuals
  progress and offer praise when accomplished.-
  If new problems develop, do not revisit old
  problems once they have been resolved.- Do not
  discuss personnel problems with peers and
  colleagues not otherwise involved.- Extend
  second chances to first offenses offering
  guidance for the future.- Apply equal
  treatment to all members of the organization.

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Appointments

• Whatever the reason for a meeting, be on time or
  notify appropriate individuals when missing the
  meeting is unavoidable.
• If you keep others waiting, resentments will
  build. This lack of respect for others diminishes
  your effectiveness in an organization.
• If you must be late for a meeting, have another
  individual join the meeting in your absence to
  explain the circumstance. If you scheduled the
  meeting, have someone else extend an offer to
  make those waiting more comfortable.
• If you are on the phone when individual arrive
  for the meeting, end the conversation quickly,
  offering to return the call at a more convienient
  time.
• When expecting a group of people, make sure to
  have adequate seating.
• When visiting other offices, do not blame
  assistants if you are kept waiting.
• If your host takes a phone call during your
  visit, ask if you should leave the room for
  privacy.

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Visits to others in the organization or outside
the organization.

• Arrive on time, introduce yourself and exchange
  pleasantries.
• If your host is delayed, keep yourself busy by
  reading, working on projects, or reviewing your
  notes. Do not get angry, this will set the tone
  of the visit.
• Do not make their office your office. Respect
  their property personnel. Do not listen to the
  individual conversations.
• Do not use their assistants or secretaries as
  yours. Do not interrupt them while performing
  their job.
• Do not use their phones, copiers, or computers
  for your personal activities. Use is limited to
  the purpose of your visit only.
• Do not stay longer than your appointed time.
  Thank the host and offer to continue the
  discussion at a later date if needed.

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Testing your knowledge!

• Do you know the basic rules of office conduct?
• Do you know how to participate in the office
  environment? Here is a summary list of what you
  should have learned
• Use Please, Thank You I'm Sorry
• Compliment staff or peers.
• Listening - you could hear something.
• Know how to proceed through doors and into
  elevators.
• Know when it's acceptable to use cell phones
  or office phones.
• Assist new employees in your department or
  company.
• Do not flirting with peers and executives.
• Investigate problems or complaints, and
  solve them.
• Be on time for appointments or call when
  its unavoidable.
• Dont make demands on host personnel.
  Lets test your knowledge.

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Test Your Knowledge

• Click Here to take a quiz on yourunderstanding
  of Office Etiquette.