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OFFICE ETIQUETTE

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Do you know the basic rules of office conduct? ... containing sexual innuendos. - Explicitly requesting personal favors for promotions or raises. ... – PowerPoint PPT presentation

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Title: OFFICE ETIQUETTE


1
OFFICE ETIQUETTE
  • Basic Rules of Office ConductorHow to survive
    in the work place

2
Office Protocol
  • Do you know the basic rules of office conduct?
    Do you know how to participate in the office
    environment? Here is a list of the top ten office
    mistakes
  • Not using Please, Thank You I'm Sorry
  • Failing to compliment staff or peers.
  • Not listening - you could hear something.
  • Forgetting how to proceed through doors and into
    elevators.
  • Knowing when it's acceptable to use cell phones
    or office phones.
  • Not assisting new employees in your department or
    company.
  • Flirting inappropriately with peers and
    executives at business functions.
  • Ignoring problems or complaints, assuming they
    will cure themselves.
  • Being late for appointments or not calling when
    unavoidable.
  • Making demands on host personnel.
  • What is proper office protocol? Lets find out.

3
Be comfortable in the Business World by making
those around you feel comfortable.
  • Its as old as life itself, but still
    appropriate. Make PLEASE, THANK YOU YOURE
    WELCOME, IM SORRY a part of your everyday
    vocabulary.Its never offensive, often
    expected, and easy to do.
  • Its an attitude. Respect those around you and
    they will return that respect. Being polite is
    the greatest motivating factor in existence. A
    good leader uses these word regularly.
  • Being higher on an organization chart is no
    excuse for being disrespectful of others. You are
    part of the entire team. Everyone is a critical
    part of the success or failure and no one player
    is more important than another. Imagine doing
    your job without a person for a while and you
    will see how important everyone is.

4
With each request Say Please
  • If you are asking someone to do something for,
    with, or instead of you Say Please!
  • There is no limit to how many times a day you can
    say Please. You are going to run out of them in
    your life-time.
  • Please should be the first or last word in any
    request, even if its someone job.- Would you
    type this for me please.- Can you show me where
    it is please.- Please, can you help me
    find.- Please excuse me while I take this
    phone call- Will you deliver this note for me,
    please.

5
With each completion say Thank you
  • Expressions of gratitude should be sincere. Think
    about what you are thanking people for.- when
    someone does something for you, job related or
    not Say Thank You- when you receive a gift
    Say Thank You - when someone does you a favor
    Say Thank You - when someone praises you
    Say Thank You
  • Three ways to say thank you- saying it if you
    are face to face with the person- by telephone
    ... Done within 24 hours of the event- writing
    it .. Most effective, can be reread, shown
    around to others, and is on the record.
  • When you receive a Thank you say Youre
    Welcome

6
With each error - Apologize
  • Whenever an apology is needed, do it! Whenever
    you have inconvenienced someone, apologize. It
    will mean a lot to the person hearing those
    words.
  • Say Im sorry for - arriving late to a
    meeting, - misdialing the phone, - forgetting
    an appointment, - forgetting to do
    something, - bumping into someone, - causing
    someone damage, - when you overload an associate
    with work - etc.

I am sorry
Ich bin traurig
Je suis désolé
Estoy apesadumbrado
7
Compliments are never refused!
  • A smart worker gives many compliments. Employees
    want to know they are doing a good job. Dont
    wait until evaluation time, give compliments year
    round. Encouragement increases productivity and
    desire to do more.
  • Compliment your peers. If you look around you can
    find something to compliment. Open your eyes to
    the world around you, listen to whats being
    said, and dont be afraid acknowledge positives
    in others.
  • Graciously accept any compliments you receive
    regardless of whether you feel you deserve it. If
    someone has taken the time to notice and
    compliment you, accept it. Just say Thank you.
  • Being a good worker means being able to work
    through the day with ease. Making others around
    you feel comfortable will enable you to feel
    comfortable around them.
  • A good worker is courteous and caring about
    those with whom they work.
  • This builds teamwork.

8
Shhh! - What was that?Youll never know unless
you listen.
  • Listen and learn rather than talking. If you
    spend your energy observing, listening and
    absorbing the things around you, you become a
    more informed worker. An informed worker is more
    valuable to an organization. If you refuse to
    accept others ideas, opinions, decisions, you
    will become isolated from the rest of the
    organization. No-one knows it all, everyone can
    learn something new, and accepting change will
    make your and everyone's life around you better.
  • Communication is two way and involves your ears
    as well as your mouth. Hearing what others are
    saying is crucial. Keys to listening- clear
    your mind of everything except the speaker-
    avoid interrupting those who are speaking-
    repeating back the major points of what was
    said- ask questions to clarify the subject
  • When your mouth is open, your ears are closed.
    Listening is an art!

9
Proceeding through doors, into elevators, and
entering rooms.
  • As you move from one point to another your good
    manners should follow. Movement involves being
    quiet so others are not aware of your actions.
    Trying to be noticed is a symptom of low self
    esteem, selfishness, and rude! Your disruptions
    shows a lack of respect to those around you. Good
    workers move around effortlessly.
  • Keys to moving around the office- Keep your
    eyes open, be aware of others.- When entering a
    room, or inviting others to enter, give clients,
    customers or senior management the best seat.-
    When moving quickly among people, carrying
    objects or not, look where you are going and
    smile at those around you.
  • When approaching a door, be a holder for others
    and never shut a door in someone else face. Its
    just common courtesy.
  • Always hold elevator doors for others who may be
    entering or approaching.
  • Regardless of gender, let your guest, staff who
    rank higher precede you through the door. If you
    are female, dont be offended if a male holds the
    door for you. Its respectful, not insulting.
  • Lead groups into your office so that you can show
    them where to go.
  • Whoever arrives at the door first should enter
    and go through it. Its that simple.

10
Telephone manners be aware of what others are
hearing.
  • Answering the phone- use a welcoming tone-
    speak clearly- identify yourself, department or
    firm to the caller- never use nicknames when
    answering- never chew gum, eat, sneeze, cough,
    or drink while on the telephone. Cover the
    mouthpiece to protect the caller from such
    intrusions.
  • the phone creates the atmosphere to the caller,
    make it friendly, professional, and quick.
  • When taking messages for others, remember to
    write down who, what, where, when, how.
  • When leaving messages for others, keep it simple
    and short, but not mysterious. Leave your name,
    your number, and why you called or indicate you
    will be calling again.
  • Apologize for calling a wrong number.
  • Avoid leaving anyone on hold longer that 20
    second.
  • End the conversation by making an up-lifting
    comment that leaves the other person feeling good
    about calling.

11
Welcoming new employees
  • A good manager helps a new employee adjust, and a
    good worker will welcome them to the team and
    offer help where necessary.
  • A good supervisor or colleague will- Assist the
    new employee with policies, procedures systems
    without making the new employee feel inadequate,
    nor will they leave them floundering to figure
    things. - Praise the good performance and
    criticize the poor performance honestly.- Treat
    them as part of the team, encourage team
    building.- Treats them as an equal, not forming
    judgments, gives opportunity without feeling
    threatened.
  • A new employee will- Listen and learn- Be
    equally nice to everyone- Form their own
    opinions gradually- Resist prying into personal
    issues- Seek assistance when necessary- Avoid
    making comparisons with old workplaces unless
    asked

12
Flirting on the job, at business social
functions, or with clients.
  • DONT DO IT!
  • What is sexual harassment? Not an easy
    definition, but it includes making an individual
    uncomfortable in the work environment because of
    differences in gender and preferences. Creating a
    hostile environment.
  • Examples- When someone complements you on your
    dress and then leers at certain body
    locations.- If someone holds you and wont
    release when requested.- Exchanging stories in
    clinical sexual detail.- If one party is married
    and asks another out on non-business
    activities- Unwelcome touches or kisses in
    public or private.- Leaving notes, sending
    e-mail or making phone calls containing sexual
    innuendos.- Explicitly requesting personal
    favors for promotions or raises.- Inappropriate
    distasteful gender jokes or demeaning gender
    conversations
  • Prevention- Resist dating someone in the firm,
    a customer or client.- Resist conversations
    about your sex life or others- Resist using
    locker room talk or telling gender directed
    jokes.- Keep all business relationships on a
    profession level.

13
Ignoring problems or complaints, assuming they
will cure themselves.
  • A good workers doesnt ignore unpleasant task,
    problems or complaints, they deal with them. -
    Ask for assistance in correcting the problem. -
    Investigate complaints to get the full story and
    then apply corrective measure to prevent
    further problems.
  • A manager will use tact and diplomacy when
    dealing with complaints and problems.- Offer
    assistance in correcting problems, finding out
    the root cause.- Investigate all personnel
    problems thoroughly, speak with the individual
    in private offering measurable corrective
    activities.- Follow up on the individuals
    progress and offer praise when accomplished.-
    If new problems develop, do not revisit old
    problems once they have been resolved.- Do not
    discuss personnel problems with peers and
    colleagues not otherwise involved.- Extend
    second chances to first offenses offering
    guidance for the future.- Apply equal
    treatment to all members of the organization.

14
Appointments
  • Whatever the reason for a meeting, be on time or
    notify appropriate individuals when missing the
    meeting is unavoidable.
  • If you keep others waiting, resentments will
    build. This lack of respect for others diminishes
    your effectiveness in an organization.
  • If you must be late for a meeting, have another
    individual join the meeting in your absence to
    explain the circumstance. If you scheduled the
    meeting, have someone else extend an offer to
    make those waiting more comfortable.
  • If you are on the phone when individual arrive
    for the meeting, end the conversation quickly,
    offering to return the call at a more convienient
    time.
  • When expecting a group of people, make sure to
    have adequate seating.
  • When visiting other offices, do not blame
    assistants if you are kept waiting.
  • If your host takes a phone call during your
    visit, ask if you should leave the room for
    privacy.

15
Visits to others in the organization or outside
the organization.
  • Arrive on time, introduce yourself and exchange
    pleasantries.
  • If your host is delayed, keep yourself busy by
    reading, working on projects, or reviewing your
    notes. Do not get angry, this will set the tone
    of the visit.
  • Do not make their office your office. Respect
    their property personnel. Do not listen to the
    individual conversations.
  • Do not use their assistants or secretaries as
    yours. Do not interrupt them while performing
    their job.
  • Do not use their phones, copiers, or computers
    for your personal activities. Use is limited to
    the purpose of your visit only.
  • Do not stay longer than your appointed time.
    Thank the host and offer to continue the
    discussion at a later date if needed.

16
Testing your knowledge!
  • Do you know the basic rules of office conduct?
  • Do you know how to participate in the office
    environment? Here is a summary list of what you
    should have learned
  • Use Please, Thank You I'm Sorry
  • Compliment staff or peers.
  • Listening - you could hear something.
  • Know how to proceed through doors and into
    elevators.
  • Know when it's acceptable to use cell phones
    or office phones.
  • Assist new employees in your department or
    company.
  • Do not flirting with peers and executives.
  • Investigate problems or complaints, and
    solve them.
  • Be on time for appointments or call when
    its unavoidable.
  • Dont make demands on host personnel.
    Lets test your knowledge.

17
Test Your Knowledge
  • Click Here to take a quiz on yourunderstanding
    of Office Etiquette.
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