The document outlines essential office conduct for trainees, categorized into standard principles for an efficient work environment, office etiquette, and business ethics. Key points include the importance of punctuality, effective communication, proper documentation, and maintaining a professional appearance. It emphasizes avoiding gossip, respecting privacy, and adhering to formal communication standards to foster a positive workplace culture.

1. By : infinite.dhruv@gmail.com

2. Learning Objectives …

3. What is code of conduct?
What is office code of
conduct ?
Why you should know
office code of conduct ?

4. Why Office Code Of
Conduct ?
(Story)

5. The entire code of conduct that a trainee shall
follow at his professional workplace can be
broadly classified into three categories:
I. Standard principles for efficient work
environment.
II. Office Etiquettes
III. Business Ethics

6. Standard Principles For
Efficient Work Environment
1. Punctuality
2. Communication
a. Communication with Seniors
b. Communication with Clients
c. Informal Communication
3. Documentation
4. File Maintenance
5. Data record in soft format

7. Punctuality
Punctuality Is Requiredin all walks of Life,
weatherin our workor at home .
Benefits of being Punctual are..
It reflectsthat you understand the value of Time
you respect your time and work
You can be countedon
It’s the Sign of respect for others andtheirtime
It’s the Habit which comesout of Discipline
Meet deadlines easily

8. Communication at
Work Place
Communication with clients
Do maintain good cordial
communication with clients
staff (will know their
satisfaction, requirement ,other
client’s reference)
Don’t make lose statements
Don’t say anything negative
about your organization
Don’t communicate directly
without senior’s authorization
Communication
with seniors
Give regular Updates
Don’t Presume
,Communicate Clearly
Don’t argue
Don’t wait until the
last minute
Informal
Communication
Don’t talk badly
about your co
workers

9. Documentation &
It’s Importance
Human Mind’s Limitation
Repetition and Duplication
Facilitates Shifting of client
/assignment to successor .
Provide evidence in case of any
disputes

10. File Maintenance
Importance of any information documented or
recorded can be valued only if the same can be
retrieved at the right time.
Numbering the files
Classified into Sections
Sequentially Arranged
Master record shall be maintained
List Of Files
File CoverLabel

11. Data Record
in Soft Format
Never record data in personal folder or desktop.
There may be separate folder for each client
A proper tree structure will enable efficient data retrieval.
Every folder and each file should be properly named
so as to reflects its content.
Naming file with personal names or abstract latter shall
be avoided.
Use of personal pen drive should also be avoided as it puts
official data more prone to virus.

12. II. Office Etiquettes
Etiquette refers to the conventional
requirements of social behavior.
In more simple terms , it means
knowing how to act .
Below are some ways you can
practice good office etiquettes.

13. You should always be dressed as per official dress code
in a workplace even if you are a trainee.
It automatically inculcates a sense of discipline and
responsibility.
It gives a good impression to your seniors and when you
meet a client, you are taken more seriously by them.
Casual dressing reflects a casual attitude towards work.
Dress Code

14. You must always look neat.
clothes shall be clean and properly ironed.
Hair should be properly combed and
in case of females ,should also be neatly tied up
Proper shave and make sure that
Polished shoes
A shabby, untidy appearance is not pleasant to eyes and
leaves a bad impression.
Appearance

15. Wishing Good morning /noon/evening…
Say “Thank You” Or Sorry for
Wishing your co- workers on special
occasions
Always wear a cheerful smile on your
face.
Greetings

16. Introducing people to each other is common in business.
Never omit an introduction of a new person.
Say the highest-ranking person’s name first.
For example, say the name of your clients, senior
executives and your boss first and then say the person’s
name you are introducing them to.
Standup while you are being introduced.
There may also be situations where you have to introduce
yourself to a client.
In such situations, give your full name and the
organization you are representing.
Introduction

17. Shaking hands with someone can leave a
powerful impression.
While introducing yourself or being introduced
or greeting somebody, a firm handshake made
with direct eye contact sets the foundation for a
pleasant conversation.
Even women shall extend their hands when
greeting someone or being introduced.
Men and women are equal in the workplace.
Handshakes

18. When you meet people, pay attention to
their names and use first names only
when given permission.
Calling someone by name in next
meeting will leave a good impression on
him/her for a long term.
Pay attention to names
….Mr.Jacky

19. Always pay attention while you are in a meeting
or discussions with your team.
It’s very bad form to be caught with your mind
wandering or to have no clue as to what actually
took place.
Be a good listener and take notes.
Don’t interrupt unless you absolutely have to.
Be a good listener

20. Always ask if it’s a good time
to talk to them
& you are not disturbing !
Be clear what you want to say
Make list of points to be discussed
Keep personal calls minimum and short
Speak in low voice
DO’s
Don’t spend too much time on calls
Don’t speak while having food in your
mouth
Don’t call at odd hours unless needed
Don’t on speaker mode if others are not
involved
Don’t keep on long hold
Don’ts
Telephone Etiquettes

21. If you are eating at your desk, make sure you’re
not disruptive to others.
Foods that emit powerful odors which can
distract others and make them feel uncomfortable
shall be avoided.
In addition, watch noises such as loud chewing
and swallowing, crunching and smacking lips.
Eating Etiquettes

22. No good ever comes from gossip
and it only hurts others.
it will look as if you don’t have
your priorities in order.
Your superiors will think twice
about sharing confidential
information with you.
Avoid office gossip
Un-Clutter your desk
If it’s messy and cluttered, you’ll
probably have difficulty locating
necessary items.
business associates will not regard
you in a favourable light due to
the untidiness of your workspace.
No one likes to wait

23. Don’t read other workmate’s memos,
notes or taxes.
Don’t pick up your co-workers
belongings from their desks
Without their permission or
log onto another person’s computer
unless permitted to do so.
Respect the privacy
of those around you

24. Take regular bath.
People tend to miss their own smells,
but everyone else in the office knows
what you smell like.
Use perfumes or deodorants ,
but not the strong one ,
because their smell may be
uncomfortable to others and may create
allergies to your co- workers
Be sensitive to smell

25. Keep your music to yourself
Avoid hearing music in the workplace.
It causes distraction to others.
Still, if permitted during leisure time,
keep the volume non-existent by
wearing headphones.

26. Emails
Use formal language
Avoid to forward irrelevant
mail and jokes
E-mail shall carry sender’s
name and
contact details at the end .
E-mail id should sound
professional
Fax
Fax should always include :
your contact information
Date and number of pages
They should not be sent unsolicited
as they waste the other person’s
paper
And tie up the lines
Electronic Communication Etiquette

27. Conference Call
Conference call etiquette entails introducing
all the participants at the beginning of the call
so everyone knows who is in attendance.
Since you’re not able to see other participants’
body language and non-verbal clues, it is very
important to communicate very clearly.
Do not interrupt someone and don’t put
anyone on speakerphone until you have asked
permission to do so.

28. Business Ethics
Maintain Confidentiality of client
Maintain Honesty to the seniors
Subordination of individual goals to
organizational goals
Don’t accept gifts/favours from clients