Be a Polished Professional at the Office

 

“Be a yardstick of quality. Some people aren’t used to an environment
where excellence is expected.” 

  -      Steve Jobs

 

The same thoughtfulness you extend to your family and friends should be extended to those with whom you come into contact at the office. The essence of etiquette is courtesy, and the greatest courtesy you can exhibit at the office is to ensure that all your actions take into consideration the comfort and enjoyment of everyone around you; and to conduct yourself in a manner that makes the office a pleasant, productive place to work. When you show your coworkers, clients, and customers your best self, you set yourself apart from the competition and create long-lasting professional relationships.

 

Guidelines for professional business office decorum:

 

• Be on time.If you’re late on a regular basis, people will notice. While everyone has the occasional late morning, it’s not fair to your coworkers to feel the rules don’t apply to you. The same holds true for business meetings. It is never a good idea to arrive late for a business meeting. And never intentionally keep a client, or anyone else, waiting.

• Extend a friendly greeting.When greeting a new client or existing client at the office, it’s good form to address them by their name, make eye contact, give them a firm handshake, and make them feel welcome. If you already know the person, but others in your office don’t, it’s necessary to make the proper introductions. 

• Maintain appropriate conduct.If you are in a conservative business environment, your body language should be controlled and formal. There should be no laughter in the hallways, no walking around whistling and humming a tune, and no spontaneous outbursts of emotions or feelings.  If you’re in a casual business environment, your body language can be less controlled and more informal. It’s okay to laugh a bit and socialize a bit to build rapport when a more personal expression is acceptable as part of fulfilling business expectations. It doesn’t mean, however, that you can slack off or behave in a silly or immature manner.
• Dress appropriately for the office.Attire for the office has become more casual in many industries and companies, but it still requires attention to detail. Casual does not mean sloppy. The way you dress and groom yourself can not only change the way people view you, but also the way they listen to what you have to say. When you dress well, people take you more seriously. Pressed and fresh clothes, polished shoes or casual footwear that’s in good condition, a flattering haircut, and a well-tailored blazer would be a good start when you go back to the office this fall. 

• Keep your desk neat.Your desk or cubicle should be an extension of yourself. If it’s messy and cluttered, you’ll probably have difficulty locating necessary items. In addition, business associates will not regard you in a favorable light due to the untidiness of your workspace. No one likes to wait—particularly clients or senior management—while you attempt to unearth a missing item from under a mound of papers.

• Pay attention. Whether in a meeting, on the phone, or sitting in a coworker’s office, stay alert and pay attention. It’s bad form to be caught with your mind wandering, or checking your messages on your cell phone or PDA, and 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.

• Avoid having lengthy personal conversations on the phone when others can hear you.No one wants to listen to you arguing with your husband or wife or telling your doctor about a health issue in great detail.

• Steer clear of personal habits that annoy.Even the smallest personal habit can appear magnified in a closed office setting. Things like constantly clearing your throat, blowing your nose, combing your hair every five minutes, doing your nails or putting on makeup at your desk, even taking vitamins—can be annoying and distracting to others and make a bad impression. Use the restroom for doing things that are best done in private.

• Ask before borrowing a coworker’s office supplies.Extend the same courtesy to others that you would expect from them. It is never a good idea to simply borrow whatever you’d like from another person’s desk without asking them first if it’s okay.

• Knock before entering a closed office or walking uninvited into a teammate’s cubicle.Always knock on a closed door, then wait until the person inside tells you to come in.  Although a cubicle may not have a door, do not assume it means you can walk into it without being invited. If you’ve just stopped by to chat, ask if it’s a good time. If someone stops by to chat with you when you’re in the midst of a project and don’t wish to be interrupted, be polite and let them know it isn’t a good time.

• Make small talk but avoid becoming overly involved in coworkers’ personal lives. It’s natural to be interested in your coworkers’ lives and want to be friends with some of them, but you should avoid becoming too involved. Be brief and discreet if you discuss personal issues at the office; remember, you’re there to be productive—not spend an inordinate amount of time socializing. However, spending some time exchanging pleasantries with your coworkers is advised since it will help build the rapport necessary for successfully working together.

• Avoid behavior that could be misconstrued.   At one time, a little harmless flirting or complimentary remarks about someone’s appearance might have been considered acceptable.  No longer. Now that there’s a heightened awareness of discrimination and harassment in the workplace, flirtatious comments and personal compliments may not be welcome by the recipient and could lead to your dismissal from the company.       

• Watch what you eat at your desk. Anything that’s going to offend others, such as food that has a strong odor, should be avoided at the office. If you’re in an area where others will see you eat, mind your manners. When you’re finished, throw away any leftover food and disposable containers in the appropriate waste can.  Nothing should be left on your desk; and you shouldn’t even eat at your desk if you sit in a public area where clients walk by.

• Follow the rules established for the office kitchen.   Unless the office refrigerator is stocked with complimentary food, do not assume anything you see in it is yours for the taking. If you didn’t put the food in it, it is not yours to eat.  Be sure to take your leftovers home or throw them out before they’re past their expiration date. And if you use the last cup of coffee in the coffee maker, tell the person whose job it is to make more. Clean up after yourself before you leave the kitchen.
• Be mindful of what you heat in the microwave or oven.Fish, for instance, is absolutely unacceptable. Anything that has a strong odor that can permeate the office should be avoided.
• Courtesy, consideration, and a respect for others are prime requisites for an office to function as a comfortable, safe and pleasant place to work.