Office Etiquitte One Should Know

Office Etiquettes
Ajay Chauhan
Chief Manager(HR)-Corp. Recruitment
19th, September 2019
1
Definition of Etiquette
The Concise Oxford Dictionary defines etiquette as the conventional rules
of personal behaviour in a polite society
Why Etiquettes in Office
Nobody wants to spend eight hours in an office with someone who

does not know how to behave
2
Area of concern
– What is office etiquette
– Office relationships
– Professional conduct
– Professional attire
– Courtesy for individuals with a disability
– Handling difficult people and personal issues
– Ethical dilemmas
– Personal contact etiquette
3
Area of concern…
– Etiquette in meetings
– Appropriate use of the internet, email, telephone and cell phone
– Attending business functions, social gatherings and office parties
– Open plan office etiquette
– Bathroom etiquette
– Confidentiality
– Unacceptable behaviour at work and common office etiquette
mistakes
4
Office etiquette
Office etiquette may include having good manners and being

courteous of others, as well as using workplace technology in a
suitable manner
Your behavior - workplace - follow certain rules
5
Office Relationships
• Office behaviour-Personal,People
• Addressing colleagues
• Conversations at work
• Saying Please and Thank you
• Displaying affection
• Sexual harassment
6
Professional Conduct
Basic Do’s And Don’ts

• Show respect for management and your colleagues
• Dress according to the company requirements
• Avoid expressing negative attitudes as they lead to
negative behaviour
• Introduce people to one another
• Say please and thank you
• Remember names
• Avoid using vulgar and inappropriate language
7
Professional Conduct (CONT.)
• Be on time
• Be discreet
• Be courteous
• Be concerned with others, not just yourself
• Dress appropriately
• Use proper written and spoken language
8
Professional Attire
• Personal appearance
• Clothes
• Hair styles, colour and cleanliness
• Accessories
• Make-up
• Posture
• Skin
• Nails
• Perfume / colognes / after-shave
• Dress code
9
Courtesy For Individuals with a Disability
• Don’t assume they need help

• People with disabilities can usually get around fine
• Treat as independent people
• Offer assistance only if needed
• Ask how before you act
• May depend on their arms for balance
• Avoid patting a person / touching his wheelchair
• Don’t make decisions for them
• Please respect their privacy
10
Difficult People
• Dealing with difficult people

– Basic needs
• How do your colleagues signal these needs to
you?
– “I need to be understood”
– “I need to feel welcome”
– “I need to feel important”
– “I need to feel comfortable”
11
Personal Contact
• Introductions
• Who is first
• Names in order
• Handshakes
• Personal body space
12
Meeting Etiquette
• Arranging a meeting
• Agenda and minutes
• Before the meeting
• Formal meetings
• Duties of the chairperson
• During the meeting
• End of meeting
13
Internet Usage
• Remember the human

• Adhere to the same standards of behaviour
online that you follow in real life
• Know where you are in cyberspace
• Respect other people's time and bandwidth
• Make yourself look good online
14
Internet Usage….
• Share expert knowledge
• Keep flame wars under control
• Respect other people's privacy
• Don’t abuse your power
• Be forgiving of other people's mistakes
15
Three working core
• Email etiquette
• Telephone etiquette
• Cellphone etiquette
16
Open Plan Office Etiquette
• Showing consideration
• Be accessible
• Keep your desk tidy
• Be careful when having conversations
• Never shout to a colleague
• Use designated aisles or walking routes in an
open plan workspace
17
Open Plan Office Etiquette…..
• Never use anything which might cause disruption to

others, e.g. a speaker phone or radio unless permission
is granted
• Do not have loud music playing
• Do not speak in a language your fellow staff do not

understand
• Avoid taking personal phone calls
• Be wary of speaking openly about any issues of

confidentiality
18
• Move to private enclosed space to make or take private

calls
• Always switch your answer machine on before leaving
your desk
• Don’t interrupt during the call
• Pungent or bad odours are one of the most complained
about aspects of working in an open plan office
• Practice good hygiene- don’t go overboard with
aftershave or perfume
19
• Choose neutral smelling foods when eating at your desk
• Eat in designated areas, or outside
• Do not eat in front of someone fasting
• It is not polite to fight in an open plan environment
• Do not use vulgar language
• Keep confidential information you may accidentally over

hear private
• Don’t gossip
20
• Don’t invite yourself to an informal meeting, if you haven’t

been invited
• In general, it’s easy to get along well in an open plan
working environment
• Being accessible to people but still maintaining
boundaries
• Treat people how you would like to be treated
21
Bathroom Etiquette
• No business in the bathroom

• Wash your hands
• Emails during a bathroom visit?
• Don’t lie in wait
• Keep down the smell
• Dealing with cultural difference
• Not the place to socialise
• Keep it clean
22
Confidential Issues
• Computers, fax machines and printers

• Computer display
• Telephone, internet (email) and other communications
• Passwords
• Storage of confidential information
• Access
23
Unacceptable Behaviour
• Gender neutral
• Business meals are for eating and networking
• Adhere to the protocol in your office when addressing
superiors
• On casual dress days wear business casual clothes
• Avoid flirting
• Do not scream and shout at your colleagues in front of
others
• Never treat colleagues differently, all are equal
• Always wear shoes
24
Unacceptable Behaviour …..
• Do not chew gum with your mouth open

• Avoid funky ring tones on your cellphone
• Do not give yourself or a colleague a manicure or
pedicure in the office
• Avoid negative behaviour
• Never bad mouth your colleagues or organisation
• Replace paper in the copier and fax machines
• Do not steal food and drinks from the fridge
• Taking office supplies home is unacceptable
25
Common Mistakes
• Men opening the door or pulling out a chair for a female

co-worker/ women waiting for a male co-worker to open
the door or pull out a chair
• Men waiting for women to exit an elevator first
• Waiting for the person who called to end the conversation
first
• Tracking down a caller when the line was disconnected
during a call
26
Common Mistakes…..
• Hand writing all personal notes

• Shaking hands across your desk
• Deferring to age and/ or gender when making
introductions
• Exchanging business cards
• Addressing your boss by his/her first name when around
others
27
Thank you
28

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Office Etiquettes

19th, September 2019

Why Etiquettes in Office

Nobody wants to spend eight hours in an office with someone who

Office etiquette may include having good manners and being

Your behavior - workplace - follow certain rules

• Saying Please and Thank you

Basic Do’s And Don’ts

• Be concerned with others, not just yourself

• Use proper written and spoken language

• Don’t assume they need help

• Dealing with difficult people

• Personal body space

• Agenda and minutes

• Before the meeting

• Duties of the chairperson

• During the meeting

• Remember the human

• Share expert knowledge

• Keep flame wars under control

• Respect other people's privacy

• Don’t abuse your power

• Be forgiving of other people's mistakes

• Never use anything which might cause disruption to

• Do not have loud music playing

• Do not speak in a language your fellow staff do not

• Avoid taking personal phone calls

• Be wary of speaking openly about any issues of

• Move to private enclosed space to make or take private

• Choose neutral smelling foods when eating at your desk

• Eat in designated areas, or outside

• Do not eat in front of someone fasting

• It is not polite to fight in an open plan environment

• Do not use vulgar language

• Keep confidential information you may accidentally over

• Don’t invite yourself to an informal meeting, if you haven’t

• No business in the bathroom

• Computers, fax machines and printers

• Do not chew gum with your mouth open

• Men opening the door or pulling out a chair for a female

• Hand writing all personal notes

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