Office Etiquette

From time to time, it is necessary to go back to career advice basics and send out a
reminder about the everyday forgotten "rules" of office behavior. Sometimes we get so
comfortable in our jobs and with our co-workers that we overlook a simple common
courtesy or blend social and business interaction within the confines of the corporate
environment much too freely.

It is always a mistake to forget where you are when you are at work. There is a time for
fun, sure, but by the same token, it is much better to err on the side of caution and be
careful with the actions and words you use to express yourself.
Here, then, are some guidelines to better present yourself at work and project a
professional image:

Your desk
Think of your desk as your body when you first start to date a beautiful woman. You
work hard to maintain it (I assume) and keep yourself fresh and clean for her (I assume).
But for some, the effort goes out the window when they get too comfortable in the
relationship.

Well, your desk is the same darn thing. The key, like your physical appearance, is to
maintain a clean and tidy workspace for you, and not for your manager, cubicle neighbor
or the company president. Take pride in your work area and be more efficient at your job.
A messy desk is not a "system." It is a manifestation of gross neglect. Clean up your act.

Your Appearance
Same advice as above, but this time, the mess is you (although I hope not) and of course,
certain blue-collar jobs are the exception here. When you first start a job, you want to
impress everyone and wake up extra early to prepare for the day. You primp more, you
shave closer and you try to look your best. Then you realize that nobody cares and once
your place in the company org chart is secure, you cut corners here and there. Maybe you
wait another day to shave and sleep in instead. Perhaps you wear the same pair of pants
two days in a row. Whatever it is, the precipitous decline into indifference has begun.
Get yourself in check now and look as professional as you act (more on that in a bit),
whether you punch the clock at a factory or a law firm. Start to care; this is the point here.
Dress like a professional, whatever professional you may be, and more importantly, act
like one.

Your Physical & Verbal Behavior

Comportment, demeanor, behavior - whatever. Your conduct at work becomes reflective
of your personality over time. How you walk, sit at your desk and handle yourself in a
meeting or with a group of co-workers is imperative. This is a subject I have dealt with
before, but in the interest of this specific topic, keep these tips in mind:

Sit up Straight
When you slouch, you seem lazy and apathetic. Good luck with that promotion if you
keep it up.

Be Alert
Keep yourself in the loop at the office with one ear to the ground at all times. Implicate
yourself in business developments as well as the lives of your co-workers; the latter of
course, in a most professional manner.

Be Discreet
This goes for your cell phone, PDA and other necessary technical tools of your job. This
seems obvious enough, but it's a practice that is ignored by far too many. The rule that I
want to get across here is that co-workers and management should be aware of your
presence and ability to come through in the clutch whenever they need you, but in the
most discreet manner possible. So if you have to crack a joke, make it a clever one and
then shut your mouth and resist the follow-up. Make like George Costanza and leave the
room or discussion on a high note. And when it comes to the job, do it fast and do it
smart. Never brag about your accomplishments, and present yourself as a reliable team
player who delivers the money shot at the buzzer.

Know when to let go

If you follow my advice so far to the letter, you may end up more automaton than human
being at work. This is not my suggestion at all. Try to hone your instincts so that you
know for certain when the time is ideal to showcase your weekend personality. The best
way to do so is to observe others and how they screw up. I mean it. When you watch
people work themselves into an awkward situation at work, you can pick up on some
great ways to make yourself look good. Just identify the opposite course of action and do
likewise.

I most definitely do recommend that you stick your neck out from time to time and not
paint yourself into too safe a corner. You're likely to be dismissed more often than not if
that's your modus operandi. It's really all about taking smart, calculated risks with what
you say, when you say it, and how you say it.

Common Courtesy
This is a forgotten art in most circles and I find that sad. People never make eye contact
or say hello and ask how you are, let alone inquire about your weekend plans with
sincerity. The workday is tough enough to plow through with genial relations with your
co-workers, let alone without.

Put your problems and preoccupations aside and focus on the people around you at work
every now and then. Strike up a conversation about a common interest; hold the door
open for people when you enter the office; spring for coffee and muffins or just plain
compliment a co-worker and mean it. It's not that hard to do and trust me, the rewards far
outstrip the requisite effort.
So adhere to some simple rules of office etiquette and decency to better sell yourself as a
quality employee. And when your efforts result in a promotion or pat on the back from
the boss, remember to thank me.

Some more tips

Every office has specific behavioral rules, it's own protocol, but there are certain widely
applicable bullet points of office etiquette. With today's predominace of cubicles and
open workspaces, cubicle etiquette follows most of the same rules. Small behavioral
adjustments to either side of these guidlines can mean the difference between pleasant
and frustrating environment. Here are a few tips to help maintain comfortable
cohabitation with coworkers.

Be self aware
Avoid strong cologne and perfume
Mind Your Own Business
Use speakerphone only for conference calls
Keep your noise to yourself
Keep your germs to yourself
Watch what you post

Today's businesses present a wide range of corporate cultures and operating

methodologies, giving rise to equally diverse working environments. While this makes it
difficult to specify universal dos and don'ts, it stresses that self awareness is a critical
component to etiquette in any situation. Taking particular note of coworker annoyances is
good place to start. Use them as rules of thumb for behavior that you find particularly
obtrusive and make a concerted effort not to do the same. Use common sense, try not to
be too loud, intrusive or unpleasant.

Avoid Strong Cologne and Perfume

Many are allergic to colognes, perfumes and even certain deodorants, which is
problematic in open work spaces. And of those not allergic, many are simply
'aromatically' offended by dominating scents. It's best not to wear cologne or perfume,
but if you must, keep it light and make it a soft scent.

Mind Your Own Business

Short of having a closed office door, people are bound to overhear phone conversations,
especially in open and cubicle areas. Regardless, it is impolite to make reference to an
overheard conversation unless that person initiates the discussion. On the flip side, you
know that your calls are equally public, so don't talk about things you don't want people
to hear. The same goes for looking at someone's computer screen without their
knowledge. This may seem like pretending, and it is, but it is polite.

Use speakerphone only for conference calls

Use of speakerphones in public working areas is extremely distracting to those in the
vicinity, and is rude. Unless the conversation explicitly requires the use of speakerphone,
try and use the receiver instead as to not be disruptive to your coworkers. Again, along
the lines of mind your own business; keep your business to yourself.

Keep your noise to yourself

Basically, keep it quite. Just because others can hear you don’t mean they want to:
- Use headphones for music
- Don't talk loudly across partitions
- Keep cell phones ringers low
- Refrain from annoying cell ringers
- Answer phones promptly, don't let it ring several times
- Use speakerphone only for conference calls (see above)

Keep your germs to yourself

This is basic, but many overlook it. Cover your mouth when you sneeze and cough.
Failure to do so is inconsiderate, rude and stupid. Don't leave used tissues lying around
on your desk, and clean your monitor, mouse and desk surface often with antibacterial
cleaner.

Watch what you post

Refrain from posting or hanging pictures, articles and other items of political, sexual or
personally offensive nature.

“Thank you” – Use the phrase as much as you can.

“Smile” – Don’t forget to put on the most important outfit anywhere…