Using proper office etiquette helps create an environment where individuals feel comfortable, appreciated, and able to do their jobs well. Therefore, understanding what’s expected in a professional environment will help you show respect to those around you. Nevertheless, with practice, one can make polite behavior an everyday habit.
In this article, we will describe workplace etiquette and provide facts that can help you improve your business etiquette.
What Is Office Etiquette?
Office etiquette can be defined as the standard of behavior expected by all those who share an office space. For instance, every office is different, so etiquette can vary between companies. However, many general practices are common.
Good etiquette is based on respect and professionalism. That means everyone respects each other’s time and space while you focus on the company’s goals. This is important because, without good etiquette, conflict can arise that harms the office’s productivity.
Imagine an office that is a free-for-all. If every employee were allowed to behave the way they saw fit, personalities would clash very quickly. It is bound to happen because everyone has different work styles and living habits. Therefore guidelines are needed to keep everyone on the same
What Is The Importance Of Office Etiquette?
Though office etiquette can vary between cultures, adhering to basic office etiquette always conveys respect for one’s professional collaborators and the work that you’re doing together.
The following are the reasons why office etiquette is important
1. It helps everyone feel heard and respected, which is the key facet of a productive work environment.
2. Office etiquette helps to teach staff how to dress and speak to others.
3. It helps to bring unity among the employees in the workplace.
What Is Good Office Etiquette Behavior?
Good office etiquette can cover a broad range, especially considering how workplace etiquette. Especially, as it has evolved in the last few years of remote work and virtual communication. Here, are the good office etiquette behavior that can bring a productive result to the company.
1. Arriving early in the workplace.
Arriving on time is mandatory, but arriving before the time you’re not showing commitment and determination to fulfill your role to the best of your ability.
Going the extra mile to arrive a bit early when appropriate the time being dependent on your situation. And work environment shows your boss that you can take the initiative.
If you’re the boss, arriving early sets the tone for your team and demonstrates a certain level of expectation and responsibility.
Arriving early can also carry several personal benefits, such as having a quiet office space to be more productive. giving yourself some extra time to prepare for a team meeting or an important presentation.
2. Clean up after yourself in communal spaces
At the end of the day, offices are communal spaces, which means that cleaning up after yourself plays a significant role in how well you get along with your coworkers.
In office kitchen etiquette, it’s especially important to make sure you pick up your trash, properly sort your items, keep the microwave clean, and clear your food from the fridge when it’s past its best-by date.
No one likes to nag their coworkers and no one wants to be nagged so it’s advisable to streamline this process to avoid unnecessary conflicts. For example, you might create an office microwave etiquette printable, which outlines basic rules for microwave etiquette at work, like keeping the microwave clean and smell-free.
Likewise, you might consider using friendly signage to manage office dishwasher and refrigerator etiquette. This will help avoid anyone feeling singled out and provide a solid, objective basis for a discussion should anyone fail to follow these guidelines.
3. Go the extra mile to communicate, especially if you’re collaborating in a multilingual workplace.
Communication is hard enough in a single language. But in an increasingly globalized world, it’s common to work with teams across continents, making bi- or even tri-lingual working environments more and more the norm.
As the most commonly spoken language in the business world, English is key to maintaining a strong grasp of your organization’s affairs and opening up new professional opportunities.
Even if your workplace doesn’t use English as its primary language of communication, consider corporate language training or enrolling your employees in a business English course, to ensure that each employee feels comfortable following proper office etiquette when dealing with partner organizations abroad.
Practicing professionalism when communicating also goes in the other direction. Avoid speaking in a language that others won’t understand, which can feel isolating or even be perceived as rude.
If there isn’t one common language among your coworkers, encourage your team to speak in a language that most colleagues can understand, and be sure to loop in others who don’t speak the language as you go.
4. Dress appropriately for your work environment
Every office has a different dress code, so check yours before settling on a professional wardrobe. Generally speaking, dress code etiquette in the workplace follows two basic rules: clean and covered.
You should always make an effort to look neat. And be aware that, unless you work for a surf brand or highly casual business, it’s unlikely that you’ll be able to wear flip-flops or go shirtless in the office.
If you’re in charge of setting the dress code, be aware of unconscious bias, which is unfortunately still very prevalent across industries. Consider working with professional consultants. That specializing in diversity, equity, and inclusion workplace to ensure the dress code is professional and fair.
5. Start with a tech check
In the twenty-first century, online meetings are inevitable. So learning virtual office etiquette will be highly relevant no matter your organization. Whether you’re running the meeting or simply a participant, it’s critical to ask if everyone can see and hear you before you speak.
On the other hand, follow business phone call etiquette and mute your mic when you’re finished speaking. This reduces ambient and distracting noise, especially if you’re at home with children or pets.
Speaking of virtual office etiquette, it’s considered good manners to turn on your camera during meetings unless asked to do otherwise. This shows the host and coworkers that you’re listening, engaged, and ready to jump in when it’s helpful and appropriate.
6. Make contributions when and where appropriate
This office etiquette rule applies to a broad range of situations, from weekly meetings with your supervisor to office parties. It’s always a good idea to be ready to respond when your boss solicits feedback or asks for suggestions during a meeting.
The same goes for a virtual message—but don’t make the mistake of ‘Replying all’ unless everyone else on the thread also needs to receive the information!
According to typical office party etiquette, it’s best to understand your role and act accordingly.
For example, if a team of coworkers or a particular department is organizing the party, feel free to offer your help, but respect their authority on final decisions, especially since they’ll likely have much more familiarity with the budget than you.
On the other hand, feel free to suggest ideas that may bring your coworkers together. This shows collaboration and creativity, both prized traits in the workplace. And, when you’re at the party, be aware of your alcohol consumption.
An office party is still at the office, and maintaining a certain level of professionalism. Even in informal situations, is a key aspect of good office etiquette.
7. Respect your officemates’ boundaries
Office etiquette training generally covers basic professional boundaries. Hence, avoiding and dealing with harassment for gender, religion, sexuality, etc.—it’s important to remember that boundaries extend to your colleagues’ time and space.
For example, you should avoid reaching out to coworkers during sick leave or vacation unless necessary. This encourages a healthier workplace and allows employees to return feeling refreshed rather than resentful.
Likewise, respecting your colleagues’ work areas is essential, even if they are in a larger shared or public space. Your coworker’s desk may be within feet of yours. But that doesn’t give you the right to interrupt their work or reach over at your convenience.
When you need something, such as office supplies, get it yourself. If you need to borrow something from a coworker, ask first.
What Is Bad Office Etiquette Behavior?
If there’s good office etiquette, then there’s certainly bad office etiquette, too. Hence the following are bad office etiquette behaviors you must avoid when you are in the workplace.
1. Avoid subjecting everyone to your music and media
Following basic cubicle etiquette, please don’t play your music aloud for all to hear. This is also particularly relevant for coworkers who work in open-plan offices. Playing music or other media including scrolling through your phone and playing videos at best distracts your coworkers from their daily tasks. And, at worst, gives them the negative impression that you’re inconsiderate.
For those unfamiliar with the media you’re playing, conversations around such media during working hours can also feel isolating.
Being considerate of others also includes muting your devices. Nobody appreciates all the ping-ping-pinging from the Slack messages between your department.
To follow open-plan office etiquette, check to ensure your device notifications are on silent (or, if necessary, vibrate). Before work, you should also silence any alarms and put your phone on Do Not Disturb, especially if you have an unconventional ringtone.
2. Don’t talk about coworkers in the bathroom
It may feel a bit strange to think of maintaining proper office toilet etiquette as part of your job. But it’s critical to remember gossiping about your coworkers, boss, or other affiliates in the bathroom or any shared space will always be viewed as highly unprofessional. Part of washroom etiquette in the office is ensuring that bathrooms remain a safe space for everyone, regardless of personal conflicts.
When you have complaints about a problem in the workplace, it’s best to bring them directly to the person causing them, with the help of a mediator if necessary. If this isn’t possible, vent to someone outside of the office and preserve your professional reputation.
3. Avoid bringing up personal problems unless they’re relevant
We’re all people, so naturally, your professional and personal lives will sometimes blend. Also, don’t share emergencies that prevent you from working—like a medical emergency and sick family member. But should be shared with the appropriate parties (supervisor, HR, etc.) . So that measures can be taken to ensure your work is covered for the duration of your absence.
istock.
However, personal worries that do not directly impact your work life are best left at home. Since, these can be a major distraction to your coworkers and put a drag on employee productivity.
What’s more, bringing up personal problems in the workplace will give you a reputation for being a complainer or having a negative attitude. These traits translate poorly to the office environment and may even hold you back from critical opportunities.
4. Avoid using isolating or confusing jargon
If you’ve worked a long time in a certain industry, you probably use business shorthand and abbreviations to be more efficient when discussing work-related matters. You may even be an expert in a certain area to whom using industry-specific jargon is second nature!
However, keep in mind that everyone has a different professional background, and not everyone may be familiar with the terminology that has become natural in your environment, especially if they are new to the team.
If you need to use business jargon, avoid assuming comprehension by simply relying on your colleagues to ask follow-up questions, even if you solicit feedback, since doing so may make certain colleagues feel singled out.
Instead, avoid confusing collaborators by defining jargon as you go, or better yet, create a sheet with relevant terms and vocabulary. This will ease communication and ensure everyone is on the same page, ultimately increasing productivity and team cohesion.
5. Don’t come to work sick
It should be obvious after a global pandemic, but this office etiquette rule still needs to be said please call in sick if you’re not feeling well. Rest is essential to recovery, and most people don’t produce their best work when they’re suffering from the flu or other health issues.
If you have a light cold or minor illness that doesn’t prevent you from working, it’s still polite to refrain from coming into the office. Instead, ask your boss if you can work remotely until you recover. In a world of seemingly endless virtual platforms for doing just that. You should be able to support your team from afar while protecting them from getting sick.
If you feel nervous about asking your boss for time away, consider that they’ll likely appreciate your consideration in helping the team stay healthy and productive.
Conclusion
Although the meaning of workplace etiquette can vary from business to business. Hence, workplace etiquette examples should give you a solid foundation for building an office etiquette training program. These program should focuses on maintaining a respectful and collaborative professional environment.
While making mistakes is normal, remember that you can always give yourself a leg up by improving your communication skills. A little effort can go a long way in boosting your accountability as a professional and collaborator.