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Office Etiquettes
 

Office Etiquettes

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Office Etiquettes Office Etiquettes Presentation Transcript

  • 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, don’t
    • wait for someone to introduce or
    • other’s response
    • If you know the person’s 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 don’t 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: Request for………..
    • Salutation: Dear Mr. Gupta
    • Greeting: Greeting from company name
    • Main Body: This is in regard to your query
    • Closing Statement: If you have any further query,
    • Kindly revert & you can contact
    • us on…
    • Signature: Thanks & Regards
  • 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
  • Hold procedure & Transferring calls
    • Seek permission
    • 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
    • Don’t 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
    • Don’t groom yourself in public
    • Respect others’ cubicle/office space
    • Be friendly with colleagues at work but don’t get involve in friendship
  • Personal & Professional boundaries contd..
    • Keep noise to a minimum
    • Mind your own business
    • Make Comfortable distance - 3 feet - or an arm’s 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 don’t forget “Keep smiling”
  • Thank You!