Office Etiquette

Introduction
'Etiquette' is a French word which means a 'ticket', on
ceremonial or other important occasions a 'ticket' of instructions was issued to visitors detailing what they should do.

Thus the ticket enlists the rules of well-mannered behaviour observed in a polite society.

In a professional sense this includes behaviour towards clients and colleagues which is in their best interests.

Let us take a look at the various rules of Office Etiquette

Etiquettes of Meeting & Greeting

Go ahead & introduce yourself, dont wait for someone to introduce or others response If you know the persons name that you are going to meet , Say the name of the person who holds the position of most authority and importance first
Keep it basic - say the name only once Clarify - some information about the person - keep it short

Etiquettes of Meeting & Greeting Contd

When we are being introduced, we should stand up and shake hand

When we are introducing someone to other-know whom to introduce first -Junior to Senior
-Fellow worker to client

Keep smile on your face

5 Steps to handle client interactions with ease

Approach Each Client Situation in a "Charge Neutral Manner

Honor Your Client's Perspective Be Curious About Your Clients and Their Issues Ask Powerful, Clarifying Questions Create a Clear Agreement About the Resolution and Next Steps

Remember

"If we dont take care of our clients, someone else will."

E-mail etiquette

Be concise and to the point

Answer all questions Use proper spelling, grammar and punctuation where needed

Do not attach unnecessary files

E-mail etiquette Contd..

Do not overuse the high priority & reply to all option Do not write in CAPITALS Read the email before you send Always use smart subject lines avoiding URGENT or IMPORTANT

E-mail etiquette Contd..

Never use email to discuss confidential issues

Use meaningful subject Once the email discussion goes

beyond 2-3 replies

General Email Format: The Basics

Subject: Salutation: Greeting: Main Body: Closing Statement:

Request for.. Dear Mr. Gupta Greeting from company name This is in regard to your query If you have any further query, Kindly revert & you can contact us on Thanks & Regards

Signature:

Telephone etiquette

Pre-call preparation
Feel good about your work

Smile Have a positive attitude Always keep a notepad & pen Organize your desk

Plan your conversation

Answering calls for others

Identify yourself and the company

Offer assistance in the absence of others

Do not make commitments for others Take accurate messages & note down on a paper

 Seek permission

Hold procedure & Transferring calls

Specify the duration

Explain the reason for the transfer/hold

Wait for the caller's response Get back to the caller in the committed time frame

Call closure

Summarize what has been discussed

Ask if you can provide further assistance End on a positive note

While closing the call

Have a pleasant tone and be courteous Dont sound rushed Pause at appropriate places

Use of Personal Mobile Phone at work place

Use Your Cell Phone Only for Important Calls

Let Your Cell Phone Calls Go to Voice mail

Find a Private Place to Make Cell Phone Calls, if call is important

Suggested phrases for Business telephone etiquette

S.C.Vasudeva & Co., this is Neha. How may I help you? Audit department, this is Somya. How may I help you?"
"Good morning, Accounts Department, how may I help you?"

Tips for creating a good image at workplace

Use basic phrases of courtesy

Use standard, accepted business phrases Avoid slang Do not chew gum Always help others in their work

Keep your promises

Smile while speaking

The Handshake !!

The Limp Fish The Wrestler The Cup The Finger toucher The Cling-on The proper handshake

The proper handshake

Start with eye contact and a smile. Go for the thumb. Firm, not strong. Up and down, not back and forth. Adjust duration. Consider your left hand. Close with eye contact and a smile.

Work Etiquette

Personal & Professional boundaries

Refrain from using office supplies for personal use Avoid emotionally outbursts Dont groom yourself in public Respect others cubicle/office space Be friendly with colleagues at work but dont get involve in friendship

Personal & Professional boundaries contd..

Keep noise to a minimum Mind your own business Make Comfortable distance - 3 feet - or an arms length away

Avoid taking part in office gossips

Always be on time. Don't "borrow"

Personal & Professional boundaries contd..

Show respect to those around you

Don't be a complainer
Always answer your phone on the second or third ring

Dressing & Grooming

Tips for Women

Dress

Accessories
Jewellery

Make up

Tips for Men

Shirts

Trousers
Tie Suits Shoes

Personal hygiene

Avoid body odour Avoid use of strong Perfume Use mouth freshener

Avoid pungent food

Lunch at Office

Treat office workers with respect Avoid making comments about the food

Leave your eating area in better condition

Office Party Etiquettes

Always follow party dress code Don't Tell Dirty or Off-Color Jokes Don't Use Foul Language Don't Talk About People Behind Their Backs

Don't Bring Uninvited Guests

Don't Underestimate the Importance of Your Guest's Behavior

Reporting Skills

Things to be considered

The report must be concise

The report must be relevant to the work

The language of report must be simple, direct and polite If you are reporting on behalf of the whole team the team effort must be reflected

Things to be considered contd..

Reports must not be confusing

Before sending any report it must be checked Doubtful things should not be mentioned Reports must give a concrete outlook of the work done

Conclusion

Conduct yourself appropriately in your workplace and win appreciation from colleagues and seniors. Following these Etiquettes will help you build productive relationships at your workplace. And dont forget Keep smiling

Thank You!