Office Etiquettes

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

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.

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

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

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”

Office Etiquettes

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