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Office code of conduct

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 Various Etiquettes
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Office code of conduct

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This Presentation will give you detailed information about Office Etiquette which will help you to get better response from your boss and colleagues by your changed behavior .

Wish you Happy Learning :)

This Presentation will give you detailed information about Office Etiquette which will help you to get better response from your boss and colleagues by your changed behavior .

Wish you Happy Learning :)

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Office code of conduct

  1. 1. By : infinite.dhruv@gmail.com
  2. 2. Learning Objectives …
  3. 3. What is code of conduct? What is office code of conduct ? Why you should know office code of conduct ?
  4. 4. Why Office Code Of Conduct ? (Story)
  5. 5. The entire code of conduct that a trainee shall follow at his professional workplace can be broadly classified into three categories: I. Standard principles for efficient work environment. II. Office Etiquettes III. Business Ethics
  6. 6. Standard Principles For Efficient Work Environment 1. Punctuality 2. Communication a. Communication with Seniors b. Communication with Clients c. Informal Communication 3. Documentation 4. File Maintenance 5. Data record in soft format
  7. 7. Punctuality Punctuality Is Requiredin all walks of Life, weatherin our workor at home . Benefits of being Punctual are.. It reflectsthat you understand the value of Time you respect your time and work You can be countedon It’s the Sign of respect for others andtheirtime It’s the Habit which comesout of Discipline Meet deadlines easily
  8. 8. Communication at Work Place Communication with clients Do maintain good cordial communication with clients staff (will know their satisfaction, requirement ,other client’s reference) Don’t make lose statements Don’t say anything negative about your organization Don’t communicate directly without senior’s authorization Communication with seniors Give regular Updates Don’t Presume ,Communicate Clearly Don’t argue Don’t wait until the last minute Informal Communication Don’t talk badly about your co workers
  9. 9. Documentation & It’s Importance Human Mind’s Limitation Repetition and Duplication Facilitates Shifting of client /assignment to successor . Provide evidence in case of any disputes
  10. 10. File Maintenance Importance of any information documented or recorded can be valued only if the same can be retrieved at the right time. Numbering the files Classified into Sections Sequentially Arranged Master record shall be maintained List Of Files File CoverLabel
  11. 11. Data Record in Soft Format Never record data in personal folder or desktop. There may be separate folder for each client A proper tree structure will enable efficient data retrieval. Every folder and each file should be properly named so as to reflects its content. Naming file with personal names or abstract latter shall be avoided. Use of personal pen drive should also be avoided as it puts official data more prone to virus.
  12. 12. II. Office Etiquettes Etiquette refers to the conventional requirements of social behavior. In more simple terms , it means knowing how to act . Below are some ways you can practice good office etiquettes.
  13. 13. You should always be dressed as per official dress code in a workplace even if you are a trainee. It automatically inculcates a sense of discipline and responsibility. It gives a good impression to your seniors and when you meet a client, you are taken more seriously by them. Casual dressing reflects a casual attitude towards work. Dress Code
  14. 14. You must always look neat. clothes shall be clean and properly ironed. Hair should be properly combed and in case of females ,should also be neatly tied up Proper shave and make sure that Polished shoes A shabby, untidy appearance is not pleasant to eyes and leaves a bad impression. Appearance
  15. 15. Wishing Good morning /noon/evening… Say “Thank You” Or Sorry for Wishing your co- workers on special occasions Always wear a cheerful smile on your face. Greetings
  16. 16. Introducing people to each other is common in business. Never omit an introduction of a new person. Say the highest-ranking person’s name first. For example, say the name of your clients, senior executives and your boss first and then say the person’s name you are introducing them to. Standup while you are being introduced. There may also be situations where you have to introduce yourself to a client. In such situations, give your full name and the organization you are representing. Introduction
  17. 17. Shaking hands with someone can leave a powerful impression. While introducing yourself or being introduced or greeting somebody, a firm handshake made with direct eye contact sets the foundation for a pleasant conversation. Even women shall extend their hands when greeting someone or being introduced. Men and women are equal in the workplace. Handshakes
  18. 18. When you meet people, pay attention to their names and use first names only when given permission. Calling someone by name in next meeting will leave a good impression on him/her for a long term. Pay attention to names ….Mr.Jacky
  19. 19. Always pay attention while you are in a meeting or discussions with your team. It’s very bad form to be caught with your mind wandering or to have no clue as to what actually took place. Be a good listener and take notes. Don’t interrupt unless you absolutely have to. Be a good listener
  20. 20. Always ask if it’s a good time to talk to them & you are not disturbing ! Be clear what you want to say Make list of points to be discussed Keep personal calls minimum and short Speak in low voice DO’s Don’t spend too much time on calls Don’t speak while having food in your mouth Don’t call at odd hours unless needed Don’t on speaker mode if others are not involved Don’t keep on long hold Don’ts Telephone Etiquettes
  21. 21. If you are eating at your desk, make sure you’re not disruptive to others. Foods that emit powerful odors which can distract others and make them feel uncomfortable shall be avoided. In addition, watch noises such as loud chewing and swallowing, crunching and smacking lips. Eating Etiquettes
  22. 22. No good ever comes from gossip and it only hurts others. it will look as if you don’t have your priorities in order. Your superiors will think twice about sharing confidential information with you. Avoid office gossip Un-Clutter your desk If it’s messy and cluttered, you’ll probably have difficulty locating necessary items. business associates will not regard you in a favourable light due to the untidiness of your workspace. No one likes to wait
  23. 23. Don’t read other workmate’s memos, notes or taxes. Don’t pick up your co-workers belongings from their desks Without their permission or log onto another person’s computer unless permitted to do so. Respect the privacy of those around you
  24. 24. Take regular bath. People tend to miss their own smells, but everyone else in the office knows what you smell like. Use perfumes or deodorants , but not the strong one , because their smell may be uncomfortable to others and may create allergies to your co- workers Be sensitive to smell
  25. 25. Keep your music to yourself Avoid hearing music in the workplace. It causes distraction to others. Still, if permitted during leisure time, keep the volume non-existent by wearing headphones.
  26. 26. Emails Use formal language Avoid to forward irrelevant mail and jokes E-mail shall carry sender’s name and contact details at the end . E-mail id should sound professional Fax Fax should always include : your contact information Date and number of pages They should not be sent unsolicited as they waste the other person’s paper And tie up the lines Electronic Communication Etiquette
  27. 27. Conference Call Conference call etiquette entails introducing all the participants at the beginning of the call so everyone knows who is in attendance. Since you’re not able to see other participants’ body language and non-verbal clues, it is very important to communicate very clearly. Do not interrupt someone and don’t put anyone on speakerphone until you have asked permission to do so.
  28. 28. Business Ethics Maintain Confidentiality of client Maintain Honesty to the seniors Subordination of individual goals to organizational goals Don’t accept gifts/favours from clients

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