OFFICE ETIQUETTE

You will recognise this guy because he (or she) is present in almost every office. Every time he uses the phone, you end up typing the same word 10 times till he finishes the entire conversation, thanks to his loud voice.

True, you can ignore him but you won't be able to concentrate and so your time is wasted too. Etiquette and manners at workplace are about putting others before you and treating them with respect and courtesy in all our actions. A friend had once mentioned how a colleague of his screamed from his mouthpiece while interviewing a big cricket celebrity that his boss had quipped: 'If Karachi-India talks are on at this pitch, can I use the phone?' This anecdote is not an isolated case. It's common practice in the workplace to use high decibels when using the phone, in most cases deliberately (to catch the boss's attention towards your zealous self) and in some cases unintentionally, which in any case disrupts the work environment momentarily and is a total violation of office etiquette. Another familiar workplace irritant is the constant complainer. The complaints are usually about the person's kids, health, work, maids and yes, the boss. The control freak is yet another nuisance at the workplace. This writer had the misfortune of working with one such 'creature,' who would bring the whole building down, even if the task of monitoring toilet paper every morning was given to somebody else!

Then there is the snake variety who sucks up to the boss at your cost and you end up getting the short-end of the stick at every meeting. Your promotions and increments would come, so it becomes difficult to quit but you can never warm up to your boss. There is, however, one virus, which generally flouts all office etiquette and yet gets enough space to thrive in an organisation. That's gossip and the employee (she or he) will offer a free orientation course on who's sleeping with whom and also conspiracy theories. And you would have to be born on Mars [ Images ] to ignore such people. The new and improved irritants are, of course, the mail versions. E-mail etiquette is proudly flouted when sick jokes are sent to everyone in the address book. And almost everyone opens the mail to read at least the first few lines before deciding to go ahead or not. There could be many reasons behind odd behaviour in the workplace. Foremost could be employees suffering from attention-deficit syndrome. But how to deal with irritation overload is a matter of personal choice. While, one may choose to completely ignore such irritants, other's that are more affected can choose to confront such behaviour. In any case, the tactic should be to let you work when at work. What is an absolute no-no is sexual harassment. Zero tolerance should be every company's policy when dealing with it. And even a 'friendly' comment can become a loaded weapon. Sample this incident: A male colleague told a longtime female friend of his (who also worked with him) that her rear-end had become huge and why didn't she do something about it! She retorted by saying, that she was bound to have put on weight after having kids. He replied by saying, you didn't have them through your rear, did you? Well, I do know which category this would come in but as is wont to happen, most women would overlook shallow comments like this, even though they were personal. The bottomline is your peformance should not suffer because of some attention seeking colleague's behaviour or some inappropriate comment made about you. And dealing with negative gossip in a forthright manner may be the right way to deal with it. So how do you deal with office boors and malicious gossip? Ignore, ostracise (if possible) and/or return the favour, with help from coworkers, so that they learn a lesson! Here's a list of dos and don'ts that may help you understand the parameters within which you must work. What you must not do

Don't try and find 'best friends' among your colleagues. Don't try and get up, close and personal with your boss. Don't try and seek audience from the next cubicle when talking on the phone. Don't keep ringtones of your mobile very loud when at work. Don't peep over your colleague's shoulders to read their emails. Don't entertain jokes that have sexual overtones.

Don't comment on people's sense of dressing. Don't try and seek unnecessary attention by constantly talking about your achievements.

What you must do

Do reply to office mails and try to use lower cases while typing as bold letters signify a scream. Do keep you voice low while talking. If you have a problem that may force you to stay away from work, keep your boss in the loop. Do congratulate a colleague on his/her achievements even if you do not approve of his/her ways. Do not forget to shut you mobile phone during meetings.

An article by Parul Banka I always carry a tie and dress up in a suit," said Professor Mehta, who was a visiting faculty at our college and was CEO of a pharmaceutical organisation in Maharashtra. He added, "When I am at work, I am always conscious that I represent my organisation. "Dressing appropriately and observing professional etiquette are important, he said, and having been a part of the corporate world for many years now, I couldn't agree more. It may sound stuffy, but certain basic behaviour and etiquette is necessary and expected in a corporate environment. Here are some tips that might help you maintain a professional image and stay ahead in your career: 1. Dress appropriately Imagine walking into a supermarket where the sales people are shabbily dressed. Would you be willing to shop from there if you had the option of going to another store where you can get the required product/service and the staff is better dressed? In all probability, your answer will be no. Whether we are conscious of it or not, we act as brand ambassadors of our organisations, no matter at what level we are employed. As HR, I was often called in suddenly to participate in a discussion or deliver a client presentation. Had I not adhered to the dress code, I would have given a wrong impression to the client about the organisation. Things like excessive tattooing and piercing also send out a not very positive message to clients if the organisation is a conventional one. 2. Use office property sparingly Even if no one is checking, use office property for personal use sparingly. The phone on your desk is for official purposes and not for chatting with family and friends. 3. Mind your language It may be cool to use four-letter words with abandon but believe me, it's not the language of the corporate world. I have worked extensively with people from other countries and I know this kind of language is just not acceptable. In fact it can be considered offensive. So, keep the colourful stuff for the bar or cafe. 4. Language etiquette I was on a business trip to a city in India whose language I neither spoke nor understood. I was lunching with a group of 10 people who all chatted away in the local language. Suddenly one of them asked me, "Hey Parul, do you understand this language?" I said I did not. "OK," he responded and went right back to conversing in the language he knew that I did not understand! It was rude and inconsiderate. 5. Observe organisational policies. It helps to acquaint yourself with the policies of the organisation you work for so that you don't get into trouble unknowingly. For example, it helps to know what software you can download and what is not allowed. Organisations can be very finicky about compliance. Why discover such things the hard way? 6. Respect common areas It feels great to sit in a break-out zone and enjoy a coffee, but leaving coffee stains on the side table is definitely not a great thing to do. There is a

tendency not to observe basic etiquette in common areas like washrooms, canteen and staircases. Smoking on the office staircase may be tempting, with no smoking zones everywhere, but try the terrace instead where you are unlikely to asphyxiate everyone else and get in their way. 7. Observe confidentiality Things are considered confidential when they are meant not to be shared. I always find it a good idea to share information on a 'need to know' basis and not necessarily a 'nice to know' basis. 8. Watch what you say Well, this one is simple: Don't say anything about others that you would not like them to say about you. Word (usually) gets around very fast and as they say, what goes around comes around. *Source: About the writer: Parul Banka is a Human Resources and Training professional.

SOME DOs AND DONTs

Don't enter another person's cubicle unless you are invited.

Don't interrupt someone who is on the phone by using sign language or any other means of communication.

Think twice before interrupting someone who appears deep in thought.

Remember that speakerphones and cubicles don't mix.

Don't discuss a confidential matter in a cubicle setting.

Everything you say makes an impression on your "internal customers".

Don't make or receive personal telephone calls during the workday.

Don't establish eye contact with someone when you would prefer not to be interrupted.

Bear in mind that your cubicle is a direct reflection of you. Keep it neat and orderly.

Stand up and walk towards the entrance of your cubicle when you would like an impromptu meeting short.

Avoid strong perfume.

Keep your germs to yourself.

Always hold yourself to a higher standard, no matter your job or your title.

Treat every employee with the same respect.

Mind your own business.

Never ever go over your superior's head.

Obey your company's business dress attire.

If you are having your lunch at your desk, make sure you're not disruptive to others.

Don't borrow items from other mates in the office without letting them know.

Avoid dating a workmate. Office romance is not just distracting to you but also those around you.

Don't be a whiner who complains all the time.

Respect the privacy of those around you. Don't read other workmates memos, notes or faxes.

Don't borrow money. It can put you in a very uncomfortable situation.

Practice good hygiene but please not in public. Hair brushing, eyebrow plucking, flossing etc. should be done in the rest room during your lunch hour.

Avoid sharing office gossip. It hurts and could not even be true.

Don't play music at your desk during business hours. If you have to, use a headset.

You can place pictures of your family, friends and relatives on your desk, but limit it to 4-5 pictures.

If you are late because your train or bus is delayed or there's a traffic jam, call your supervisor to explain your tardiness. Never keep a client, or anyone else waiting.

Don't drink too much at an office party. It should not be more than one mixed drink or a glass of wine.

Don't tell off-colour or dirty jokes.

OFFICE BEHAVIOUR

Gossiping about colleagues, getting too familiar with superiors or wearing a far-too-deeply plunging neckline are perfect ways to earn a dubious reputation on the job. People who want to work in an office with a nice atmosphere should by all means watch their manners while on the job. Here's a list of the most important rules guiding office behaviour:

Be punctual and dependable: "Most people become annoyed when someone wastes their time," said Susanne Helbach-Grosser, a business etiquette trainer in Germany. Employees should ask for help early when they are unable to handle their workload, but they should also be aware that if they constantly complain about stress it can get on their co-workers' nerves.

Eating at one's desk: When someone occasionally munches an apple at his or her desk, it is completely acceptable, said Agnes Jarosch of a German organisation dedicated to counselling people about etiquette.

"But when I sit at my desk and unpack a steaming hot cutlet that spreads its aroma throughout the bureau, that is inconsiderate toward colleagues," said Jarosch. It's better to consume meals like that in the breakroom or at a restaurant.

Heat on or window open?: This is a classic conflict because it's often the case that the room temperature is too hot for one colleague, but too cold for another. "There's often a row when a co-worker simply throws a window open or lowers the air conditioning without asking first," said Helbach-Grosser. There's no simple solution for this problem. "The colleagues must talk with each other. There's no way around it."

Office attire for men: Men have it easier than women when it comes to selecting the right clothing for the office, said style consultant Renate Sperber. Men don't always have to wear a business suit, however.

"It's important that his clothes are well-groomed. Thanks to its collar, a polo shirt has a completely different effect than a simple T-shirt," Sperber said. "But a colleague who wears a wrinkled T-shirt to work signals to his colleagues that he doesn't care what impression he makes on them. That isn't much appreciated."

Office attire for women: "Women should uphold the business dress code unfailingly," said Sperber. Dressing in sexy clothing is taboo. Women can get by with wearing bright colours these days. "But the trend is moving toward neat and preppy. You should also occasionally dress in a solid colour." She added that discreet makeup is an absolute must.

Mobile phone etiquette: As long as there are not constantly private conversations, using a private mobile phone in the office usually doesn't cause a problem, said Helbach-Grosser. But be careful with ringtones: Those that make the sound of a crying baby or tweeting birds for example are unprofessional, she said.

At the workplace one really needs to mind ones manners. Everyone around you is noticing your every move and you dont want to get the title of the boorish one in office. There are unwritten laws in the office that one must follow whether it is India or anywhere in the world.

First of all hold the door open for ladies and the boss or your older colleagues. If you are walking past the door first ensure that you do not leave the door because it will bang into the person coming in behind you. If you have just joined the office, then follow the behavior of the others. Be observant and follow what the others are doing.

Secondly, never ever ask personal questions. It is not the accepted thing professionally. There are times when you might be tempted or out of habit wanting to do so. But, hold yourself back from it or else you will be avoided like the plague by your colleagues every time they see you around. You dont want to be clubbed the nosy parker.

Remember that people are proud of their names and identify them with it. If you want to build up rapport try and address the person by their name. Make it a point to take extra care and effort to pronounce their name correctly. Try out handy little tricks to remember the persons name. Associate with some trait of the person and you will not forget the name the next time you meet them. Also be careful of the title. Always, address ladies with Ms. (pronounced as mizz). If you are unsure of their marital status this is a safe thing to do. Never use the first name and the title for instance if the persons name is Vivienne Smith, it is wrong to address her as Ms. Vivienne. The right way is Ms. Smith or Vivienne if you know her well or she has given you the permission to address her by her first name.

Whenever you encounter anyone be it in the corridor or office or the elevator greet them with a pleasant and genuine smile. If you know your colleagues then greet them with a customary good morning or hello.

Always ensure that you use these three words liberally. They are please, thank you and sorry. Of course apologize only when you need to and not again and again or else you will sound insincere.

Learn to use your voice discreetly, whether you are talking face to face or over the phone. No one wants to hear your personal or professional conversations and get disturbed. Keep your voice low and if you need to speak loudly get up and move out.

Remember to wear a smile to work every day. It does not cost you anything but will go on to enlighten the place and add cheer. Also try to follow some eating etiquette while enjoying your food at office during your job.

If you are the last person to leave the room, switch off the lights and the air conditioner and same with your workstation. Once you have finished for the day make it a point to switch it off.

CUBICLE ETIQETTE

Cubicle etiquette forms the set of unwritten rules that exist in any workplace. The guidelines and rules should be followed by all the employees working in a cubicle. People often tend to consider the cubicle as their own office, while working in large organizations. They also prefer privacy in their cubicle and tend to get disturbed and annoyed when interrupted by other employees. The key to working in a cubicle is respect and consideration for others. Respecting cubicle etiquette can make the workplace have a more productive and harmonious environment. Given here are some tips and guidelines that should be followed for good cubicle etiquette. Read on further to know more about the same.

Office Cubicle Etiquette Tips Speak softly while talking on the phone, as some people have a tendency to eavesdrop on others conversations. Speaking loudly, be it on phone or otherwise, can distract your colleagues who are focusing and concentrating on their work. Minimize your personal calls and limit them to your lunch period, as other people have work to do. Do not put your phone on speaker mode, while talking in a cubicle, as it is unnecessary and rude. Switch off your cellular phone or put it on vibrate mode, to avoid disrupting others around you. Avoid entering other persons cubicle, unless you are invited or have to discuss something really important. Stand at the entrance of the cubicle and make your presence known to the person you are visiting, rather than barging in.

Never ever discuss a confidential matter in the cubicle. Use the board/ conference room instead. Keep your cubicle neat and orderly. A disorganized cubicle reflects poorly on your level of professionalism. Do not borrow items from your mates cubicle, without informing them. If really urgent, leave a note, stating what you borrowed. Just as you expect others to respect your privacy, respect theirs also. Dont read their memos, notes or faxes, when they are not in their cubicle. Do not practice good hygiene in your cubicle. Keep hair brushing, eyebrow plucking, flossing, etc. to the rest room, during lunch hours. Avoid playing music at your desk during office hours. If you have to, use a headset. Avoid using exclusively odorous perfumes and fragrances in a cubicle arrangement, as some people can be allergic to them. Never loiter outside someones cubicle, when he/ she is talking on the phone. At the same time, do not try to try to peek in, as you walk past. Do not talk across the cubicles. It is better to walk up to the other persons cubicle and have a chat in low volume. General Tips In case, you are having your lunch at your desk, avoid disrupting others. Avoid dating with a workmate, as office romance not only distracts you, but also other colleagues around you. Do not indulge in office gossip. They hurt and are often false. Smoking can be very off putting to other employees. If at all necessary, move out of the office premises to smoke. Keep a fine balance between privacy and accessibility, as this will help in improving relations with your colleagues.

WASHROOM ETIQUETTE

Office is the second place, after home, where you spend the maximum amount of your time. Thus, to keep yourself up the whole day, it is extremely necessary for the surrounding things to be in place. One of the things topping the list is a clean and healthy bathroom. Just imagine what would happen to your day, if you enter the office bathroom early morning to realize you are standing in a trash container. The mere sight of a filthy bathroom is enough to mess up your mood as well as your day. Since, bathrooms are used all day long in offices, it is essential to maintain a basic hygiene. Therefore, to ensure your morning is as rosy, when you first set out from home, do make sure everybody around, including you, follows the bathroom etiquettes, as given below.

Office Bathroom Etiquettes Do not conduct business or chat loudly on the phone in the wash room, as it might disturb other people. You should not to take a call (unless its an emergency), wait till you are done, and then attend the call outside the bathroom. Always tidy up the bathroom after use. This includes throwing away your trash, wiping excess water from the countertops, etc. Run the tap free for 2-3 seconds after using the washbasin, to wash off your soapy remains. Do not sprinkle on the seat and lift up the lid after use. Make sure you check the lid before leaving, incase you have a tendency to forget. Do not forget to flush. Do make sure the pot is rendered clean after flushing. There is a possibility that you are in a hurry and you might forget to use the flush. Always, guard against such happenings. Do not keep the bathroom busy for long, as people might be waiting. Try to take not more than 2-3 minutes and come out of the bathroom as soon as you are done. Treat the office bathroom just like the one at your home, leaving it clean for others. The person who will use the bathroom after you should find it clean, so try to maintain hygiene.

Do not gossip in the bathroom with your colleagues. A lot of people tend to engage in chit chat in and around the bathroom area. One should realize bathroom is not the place for your daily discussions, which can be conducted anywhere in the office premises, except the toilet. Do not forget to wash your hands after using the toilet. This is more important for your personal hygiene, rather than being a matter of bathroom etiquettes. Do not talk to the person standing outside, from inside the bathroom. There can be nothing worse than this cross-door talk session. You should mind that it is your workplace and not your home. Do inform the concerned authority, if the supplies are out. After all, you will need the bathroom for use another time.

MOBILE ETIQUETTE

The only thing advancing quicker than wireless innovation may be the rudeness of the people using the technology this was the phrase that was quoted by experts, according to a report in CNN. With the evolution of cell phones and smart phones, inconsiderate phone habits have become more or less like an epidemic. This amazing form of wireless technology is no doubt a very convenient and useful tool, but the lack of politeness protocol associated with its use has many people up in arms. The use of such forms of manner-less technology has become an unconscious habit and many people are not even aware of what they are doing to others around them. Everywhere you go, every place you visit, you will find instances of cell phone misuse, like loud phone conversations in public places or cell yells, use at improper events like funeral and death services, and so on. Even at workplace, people tend to misuse the cell phones and cause misery to others. If you dont want to be a nuisance in your office, check out the cell phone etiquette explained below.

Mobile Phone Etiquettes At Workplace Always keep your cells phone either on vibration mode or at a very low tone, so as to avoid disturbing others by its constant ringing. Use your cell phone only for important calls and family emergencies. You should clearly specify this to your family and friends, or else you will receive calls that are not vital at all and can be easily handled later on as well. Another great way to avoid disturbing your own self as well as others at the work place is by letting your cell phone calls go to your voice mail, with the exception of a few important numbers. You can check the messages at a time that is convenient for you as well as others. Make it a point not to bring your cell phones to meetings, as this is considered to be very rude and inconsiderate. This will also be like a direct signal to your boss that your mind is diverted and not 100% on your work. Never ever be too loud while attending calls at office, particularly when you are at your desk.

While at office, find some private places to talk, where your conversation wont be overheard. Even when you are on a break, make it a point to attend calls privately, to avoid disturbing your co-workers. Strictly avoid bringing your cell phones inside the restroom, as this will be like an invasion of your co-workers privacy. Certain organizations and offices post guidelines regarding the restricted use of cell phones during office hours. It is always advisable to pay attention to these guidelines and respect the policies. Always consider who is around you, while attending phone calls at your office, particularly when talking about sensitive and confidential issues.