Office EtiquetteOffice Etiquette

Introduction

'Etiquette' is a French wordceremonial or other important occasionswas issued to visitors detailing what

Thus the ticket enlists the rulesThus the ticket enlists the rulesobserved in a polite society.

In a professional sense this includesand colleagues which is in their

Introduction

word which means a 'ticket', onoccasions a 'ticket' of instructionswhat they should do.

rules of well-mannered behaviourrules of well-mannered behaviour

includes behaviour towards clientsbest interests.

Let us take a look at the various rules of Office Etiquette

Let us take a look at the various rules of Office Etiquette

Etiquettes of Meeting & Greeting

● Go ahead & introduce yourself,wait for someone to introduceother’s response

● If you know the person’s nameIf you know the person’s nameyou are going to meet , Say theof the person who holds the positionof most authority and importance first

● Keep it basic - say the name onlyonce

● Clarify - some information aboutperson - keep it short

Etiquettes of Meeting & Greeting

yourself, don’tintroduce or

name thatname thatthe name

of the person who holds the positionof most authority and importance first

only

about the

Etiquettes of Meeting & Greeting

Contd……● When we are being introduced,

and shake hand

● When we are introducingwhom to introduce firstwhom to introduce first

-Junior to Senior-Fellow worker to client

● Keep smile on your face

Etiquettes of Meeting & Greeting

Contd……introduced, we should stand up

someone to other-know

5 Steps to handle

with ease ● Approach Each Client Situation in

Neutral“ Manner

● Honor Your Client's Perspective

● Be Curious About Your Clients

● Ask Powerful, Clarifying Questions

● Create a Clear Agreement About the and Next Steps

dle client interactions

with ease Approach Each Client Situation in a "Charge

Honor Your Client's Perspective

Be Curious About Your Clients and Their Issues

Ask Powerful, Clarifying Questions

Create a Clear Agreement About the Resolution

Remember……

● "If we don’t take care of our clients,someone else will."

Remember……

"If we don’t take care of our clients,someone else will."

E-mail etiquette

● Be concise and to the point

● Answer all questions

Use proper spelling, grammar and punctuation where● Use proper spelling, grammar and punctuation where

needed

● Do not attach unnecessary files

mail etiquette

Be concise and to the point

Use proper spelling, grammar and punctuation whereUse proper spelling, grammar and punctuation where

Do not attach unnecessary files

E-mail etiquette Contd..

● Do not overuse the high priority & reply to all option

● Do not write in CAPITALS

● Read the email before you send

● Always use smart subject lines avoiding URGENT or

IMPORTANT

mail etiquette Contd..

Do not overuse the high priority & reply to all option

Do not write in CAPITALS

Read the email before you send

Always use smart subject lines avoiding URGENT or

E-mail etiquette Contd..

● Never use email to discuss confidential issues

● Use meaningful subject Once the email discussion goes

beyond 2-3 replies

mail etiquette Contd..

Never use email to discuss confidential issues

Once the email discussion goes

General Email Format: The Basics● Subject: Request for………..

● Salutation: Dear Mr. Gupta

● Greeting: Greeting from company name

Main Body: This is in regard to your query● Main Body: This is in regard to your query

● Closing Statement: If you have any further query, Kindly revert & you can contactus on…

● Signature: Thanks & Regards

General Email Format: The BasicsRequest for………..

Dear Mr. Gupta

Greeting from company name

This is in regard to your queryThis is in regard to your query

If you have any further query, Kindly revert & you can contactus on… Thanks & Regards

Telephone etiquetteTelephone etiquette

Pre-call preparation

• Feel good about your work

• Smile

• Have a positive attitude

Always keep a notepad & pen • Always keep a notepad & pen

• Organize your desk

• Plan your conversation

call preparation

Feel good about your work

Always keep a notepad & pen Always keep a notepad & pen

Answering calls for others

● Identify yourself and the company

● Offer assistance in the absence of othersabsence of others

● Do not make commitments for others

● Take accurate messages & note down on a paper

Answering calls for others

Do not make commitments

Hold procedure & Transferring calls

• Seek permission

• Specify the duration

• Explain the reason for the transfer/hold

• Wait for the caller's response

• Get back to the caller in the committed time frame

Hold procedure & Transferring calls

Explain the reason for the transfer/hold

Wait for the caller's response

Get back to the caller in the committed time frame

Call closure

● Summarize what has been discussed

● Ask if you can provide further assistance

● End on a positive note ● End on a positive note

Call closure

Summarize what has been discussed

Ask if you can provide further assistance

While closing the call

●Have a pl

● Don’t sound rushed

● Pause at appropriate places

While closing the call

a pleasant tone and be courteous

Don’t sound rushed

Pause at appropriate places

Use of Personal Mobile Phone at work place

● Use Your Cell Phone Only for ImportantCalls

● Let Your Cell Phone Calls Go to Voice mailmail

● Find a Private Place to Make Cell Phone Calls, if call is important

Use of Personal Mobile Phone at work place

Use Your Cell Phone Only for Important

Let Your Cell Phone Calls Go to Voice

Find a Private Place to Make Cell Phone

Suggested phrases for Business telephone etiquette

● “S.C.Vasudeva & Co., this is Neha. How may I help you?”

● “Audit department, this is Somya. How may I help you?"you?"

● "Good morning, Accounts Department, how may I help you?"

Suggested phrases for Business telephone etiquette

“S.C.Vasudeva & Co., this is Neha. How may I help

“Audit department, this is Somya. How may I help

"Good morning, Accounts Department, how may I

Tips for creating a good image at workplace

● Use basic phrases of courtesy

● Use standard, accepted business phrases

● Avoid slang

● Do not chew gum● Do not chew gum

● Always help others in their work

● Keep your promises

● Smile while speaking

Tips for creating a good image at workplace

Use basic phrases of courtesy

Use standard, accepted business phrases

Always help others in their work

The Handshake !!

● The Limp Fish

● The Wrestler

● The Cup● The Cup

● The Finger toucher

● The Cling-on

● The proper handshake

The Handshake !!

The proper handshake

● Start with eye contact and a smile.

● Go for the thumb.

● Firm, not strong.

Up and down, not back and forth.● Up and down, not back and forth.

● Adjust duration.

● Consider your left hand.

● Close with eye contact and a smile.

The proper handshake

Start with eye contact and a smile.

Up and down, not back and forth.Up and down, not back and forth.

Close with eye contact and a smile.

Work EtiquetteWork Etiquette

Personal & Professional boundaries

● Refrain from using office supplies for personal use

● Avoid emotionally outbursts

Don’t groom yourself in ● Don’t groom yourself in public

● Respect others’ cubicle/office space

● Be friendly with colleagues at work but don’t get involve in friendship

Personal & Professional boundaries

Avoid emotionally outbursts

Be friendly with colleagues

Personal & Professional boundaries contd..

● Keep noise to a minimum

● Mind your own business

● Make Comfortable distance length awaylength away

● Avoid taking part in office gossips

● Always be on time.

● Don't "borrow"

Personal & Professional boundaries contd..

Keep noise to a minimum

Make Comfortable distance - 3 feet - or an arm’s

Avoid taking part in office gossips

Personal & Professional boundaries contd..

● Show respect to those around you

● Don't be a complainer

● Always answer your phone on the second or third ringring

Personal & Professional boundaries contd..

Show respect to those around you

Always answer your phone on the second or third

Dressing & GroomingDressing & Grooming

Tips for Women

● Dress● Accessories● Accessories● Jewellery● Make up

Tips for Women

Tips for Men

● Shirts● Trousers

Tie● Tie● Suits● Shoes

Tips for Men

Personal hygiene

●Avoid body odour

●Avoid use of strong Perfume

●Use mouth freshener

●Avoid pungent food

Personal hygiene

Avoid use of strong Perfume

Lunch at Office

● Treat office workers with respect

● Avoid making comments about the food

● Leave your eating area in better condition

Lunch at Office

Treat office workers with respect

Avoid making comments about the food

Leave your eating area in better condition

Office Party Etiquettes

● Always follow party dress code

● Don't Tell Dirty or Off-Color Jokes

● Don't Use Foul Language

Don't Talk About People Behind Their● Don't Talk About People Behind TheirBacks

● Don't Bring Uninvited Guests

● Don't Underestimate the Importance ofYour Guest's Behavior

Office Party Etiquettes

Always follow party dress code

Color Jokes

Don't Talk About People Behind TheirDon't Talk About People Behind Their

Don't Bring Uninvited Guests

Don't Underestimate the Importance of

Reporting SkillsReporting Skills

Things to be considered● The report must be concise

● The report must be relevant to

● The language of report must

●If you are reporting on behalf

effort must be reflectedeffort must be reflected

Things to be considered

to the work

be simple, direct and polite

behalf of the whole team the team

Things to be considered contd..

● Reports must not be confusing

● Before sending any report it must be checked

● Doubtful things should not be mentioned

Reports must give a concrete outlook of the work done● Reports must give a concrete outlook of the work done

Things to be considered contd..

Reports must not be confusing

Before sending any report it must be checked

Doubtful things should not be mentioned

Reports must give a concrete outlook of the work doneReports must give a concrete outlook of the work done

Conclusion● Conduct yourself appropriately in your workplace

and win appreciation from colleagues and seniors.

● Following these Etiquettes will help you build productive relationships at your workplace.

● And don’t forget “Keep smiling”● And don’t forget “Keep smiling”

ConclusionConduct yourself appropriately in your workplace and win appreciation from colleagues and seniors.

Following these Etiquettes will help you build productive relationships at your workplace.

And don’t forget “Keep smiling”And don’t forget “Keep smiling”

Thank You!Thank You!