Office behavior

Office Behavior

Index• Office Behavior• Decent Dressing (Grooming Session)• Mannerism• Washroom Etiquettes• How to behave in front of women?• How to approach the seniors?• A brief on current H.R. Policies of the organization (Information

training)• Official Hierarchy System (Grievance Solution Procedure)• How to deal with the office issues?( Formally as well as Informally)• Formals ways of communication• Ways to improve the communication as implementation of

communication in our daily life.• Introduction of STAR OF THE MONTH program?

Employees Are Bothered by

Co-workers Who: • Have poor personal hygiene• Leave trash or personal belongings in other people’s

work spaces• Don’t follow through when they say they will do

something• Don’t acknowledge you unless you speak to them

directly• Use language that is overly familiar, e.g., calling you

“honey” or “dear”• Wear clothing that is dirty, too casual, too seductive or

distracting in some other way• Flirt with coworkers, vendors or customers• Wear too much perfume or after-shave

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More Examples• Drop in on you while you are working and don’t ask if it’s okay

to interrupt• Habitually arrive late at meetings• Gossip• Have outbursts of anger or yell and curse• Say negative things about other employees behind their backs• Brag• Talk too much about their personal lives• Speak too loudly on the telephone• Eat food at their desks that has a strong smell • Tell jokes that involve race, gender, sexual orientation.

religion, ethnicity or national origin

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And More…• Are too “touchy feely”• Invade your personal space• Send sloppy email messages• Borrow things but forget to return them• Play music in their cubicle that others can hear• Forget to return the restroom key or put it in the

wrong place (or even take it home by mistake)• Don’t say “thank you”• Waste your time• Don’t return phone calls

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And More

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• Keep asking you the same questions even though you have given them answers previously• Start meetings late and/or don’t end them on time• Carry on loud conversations outside of your office or cubicle• Borrow money and forget to return it• Frequently complain and/or criticize others• Block walkways or doorways when carrying on conversations• Don’t pay attention when you are speaking to them• Keep you waiting• Leave you voice mail messages that are difficult to understand (in

particular, those who say their phone numbers so quickly you have to listen three times to get them right)

• Use emoticons (those little faces that express an emotion) in office email

• Forward you on email everything they think is interesting without asking you if you want to get this information

Nobody wants to spend his/her whole day in an

office with someone who does not know how to

behave...

Definition of Etiquette

The Concise Oxford Dictionary defines etiquette as the conventional rules of personal behaviour

in a polite society

Office Etiquette

• Personal Behaviour

• Polite Society

• Conventional Rules

How Does Etiquette Benefit us?• Differentiates you from others in a

competitive job market• Enables you to be confident in a variety of

settings with a variety of people• Honors commitment to excellence and

quality• Modifies distracting behaviors and

develops admired conduct“Be one step ahead, practice the social skills necessary to help you make a great first impression and stand out in a competitive job market”.

Personal Contact• Introductions

• Who is first

• Names in order

• Handshakes

• Personal body space

Decent Dressing

• Dress in a Manner Appropriate to Your Office– Look At Others or Ask What is Appropriate

• Listen and Observe to Avoid Mistakes– Learn What is and is Not Appropriate

• Ask Your Supervisor For Feedback About Your Performance• Be Prepared--Bring All Materials

Professional Appearance

• Grooming is fundamental

• Hair clean and styled appropriately

• Clean nails, skin and teeth

• Many professionals wear make-up (depends on field)

• Check fragrance and clothing care

• Wardrobe

– Professional Business Wardrobe-For women: skirted/pant suit, saree, dress shirt, clean well maintained dress shoes (generally closed-toe shoe)-For men: suit, dress shirt, tie (well maintained dress shoes)

Formals ways of communication

Ways to improve the communication and implementation of communication in our daily life.

Communication Skills

• Consider All Office Information Confidential• Social Interaction in the Office Should Be Kept at a

Minimum– Dating & flirting is not recommended

• Use Discretion When Interrupting Others– Don’t Interrupt Those on the Phone or in Meetings

with Others

Communication Skills

• Don’t Badmouth Your Boss or Other Employees• Answer the Phone Professionally• Avoid Office Gossip• Don’t Be Afraid To Ask For Help• Don’t Refuse To Do Something• Don’t Argue with Supervisors or Co-Workers

• Email etiquette

• Telephone etiquette

• Cell phone etiquette

Formal Ways of communication

Office Etiquette

• Email –

– Make subject line specific– Address emails– Reply to a question- copy question into your email

and then provide your response– Follow standard writing guidelines - business

letter format as a professional courtesy– Keep it short and concise– Include your name and contact information– REMEMBER – NOTHING is confidential when

sent electronically

Office Etiquette• Telephone – –Use appropriate tone of voice–Maintain a positive attitude– Remove slang terms and use good

listening skills– Take complete phone messages

(name, date, time, reason for calling, where they can be reached)

– Cell phone – TURN IT OFF

Office Etiquette• Cubical –

– Keep in mind that others work around you

– Professional business calls only–Use your “inside voice” when on the

phone or speaking with a co-worker– Remember cubical conversations and calls can be heard by others

Professional Dining Basics

Professional Dining Basics• Wait until everyone has been served

before you begin to eat

• Bring food to your mouth – NOT your head to your plate

• Salt/Pepper pass together• Generally pass food to the right• Rest utensils on plate while talking• Do not talk with your mouth full• Do not chew with your mouth open

Professional Dining Basics

• Proper posture is important• Table manners please!! – (No gum, no elbows on the table)

• “Please and Thank You”• Turn your cell phone off • Be responsible for keeping up and

positively contributing to the conversation• Small Talk is appropriate

Bathroom Etiquette

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

Internet Usage

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

• Make yourself look good online

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

Confidential Issues

• Computers, fax machines and printers

• Computer display

• Telephone, internet (email) and other communications

• Passwords

• Storage of confidential information

• Access

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

Unacceptable Behavior (CONT.)

• Do not chew gum with your mouth open

• Avoid funky ring tones on your cell phone

• 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

How to behave with women in office?

How to approach seniors in office?

Points to consider:

1. Your boss is not only your boss try to keep a cake of your boss for others.2. Must take appointment first.3. Its only you in the whole world who need privacy not your boss?4. Dedicate a time of the day for meeting in general so that both the parties

should be mentally prepared.5. If you see someone else is already sitting in the cabin don’t even try to

enter in the office.(Very basic manners)6. In the case of emergency call your boss first and inform your boss that due

to this reason I want to meet you after using the phrase “Sorry to disturb you” or “Allow me to disturb you”

7. Never consider your boss as your friend or girl friend outside the office, always maintain certain level of dignity and if possible try not to disturb your boss outside the office for office work.(Respect for personal space)

8. If you are in pressure then always consider you boss in super pressure try to understand his/her mental state as he is the one who always try to understand yours.

9. Try not to give silly excuses to your boss as “Saas bhi kabhi bahu thi”.10. Always remember if your boss is good then you might not remember him

forever, but if you have a strict or a bad boss then you will never forget him, so don’t force him to make himself remember you forever. (Humble Request)

Proper Office Etiquette

• If You Have Questions--Ask• If You Make a Mistake--Tell Someone About It

(Don’t Cover It Up)• Don’t Talk Too Much About Your Personal Life• Don’t Make Enemies or Burn Bridges• Be Professional and Ethical At All Times• Only Take Credit for Your Work

Proper Office Etiquette

• Always Be Honest• Respect Your Co-Workers• Be a Team Player, Cooperate with Others• Be Open To Suggestions and Constructive Criticism• Be Responsible for Your Actions

Any Questions :

How to deal with the office issues?( Formally as well as Informally)

•Every issue could be sort out by mutual consent and a normal talk.•Don’t worry you have seniors if u can’t.• Don’t waste your energy on things which doesn’t make any difference.•Competition have to be healthy not dirty.•Everyone is in office for his/her job not for anything else.•You have the power to solve all your issue as well as not to create any.•The biggest tool to solve all the big issues is clear mind frame and a smile.•Formally all the issues have an informal solution.

How to deal with the office issues?

Step 1 : Please contact your immediate supervisor.(verbally as well as through mail)Step 2 : Ask for appointment if you think the issue is critical.Step 3 : Wait for the solution, and if u didn’t got the solution or if you are not satisfied with the solution then contact higher authority.Step 4 : Wait for the solution, and if u didn’t got the solution or if you are not satisfied with the solution then contact Human Resource Department.Step 5 : then the final step is contact the top management.

STAR OF THE MONTH

This program is cumulative initiative to motivate the employees who are the consistent performers of the organization as well have the sense of belongingness towards the company. Procedure for the being the star of the month is mentioned below. An employee must be capable enough for the following points:

•100% Attendance for the complete month.•Punctuality for the complete month.•Other team member’s feedback.•Sense of belongingness toward organization.•Achieved the target given in mentioned time period. •Prove himself/herself as perfect fit for their respective Job Description.

 Star of the Month: Procedure

•If any employee achieved all the above mention points then he/she will be awarded as STAR OF THE MONTH.•First appreciation will be given after the collection of 3(three) stars.•After collecting at least 7 (seven) stars in a year, the employee will be awarded as the ‘STAR OF THE YEAR’ and he / she will be rewarded (in CASH or KIND).•Star of the Month will be chosen from every department and every month.•At the end of the year every department should have a STAR OF THE YEAR.•The Department which produce star of the Year will also be awarded.