Presentation on Workplace Etiquette

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Workplace Etiquette
Presentedby
R.KirupanandaRathinam
Manager-HR

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What is Workplace Etiquette?
Whether you are starting your first
internship or have many years of
professional experience under your belt,
how you present yourself to others in the
workplace matters.
Setting a professional tone is crucial to
building new relationships and ensuring
you have a positive, successful
experience in the workplace.
 Workplace / Business etiquette means
the socially acceptable ways that we
interact with one another and behave in
our workplace.

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What is the take away of this session?
After attending this session you will able to understand -
What behavior does Workplace Etiquette includes?
Here is the answer…
The way you relate to your co-workers / fellow employees..
The way you relate to customers or other stakeholders
Your behaviour while at work
What you are wearing?
How you speak /communicate with people

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What will we discuss?
 Office Etiquette
 Meeting Etiquette
 Email Etiquette
 Phone Etiquette
 Message Etiquette

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OFFICE ETIQUETTE

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Office Etiquette - On Time
By arriving early, you allow
yourself a few extra minutes
to think through your
schedule and you appear
more confident, poised, and
in control.

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Office Etiquette -
Professional Appearance
Dressing professionally increases your self- confidence.
With great self-confidence, you tend to be more
comfortable in tough or new situations, which will
increase your odds of succeeding.

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Office Etiquette -
Body Language
 Watch your Body Language
 Facial expressions. The human face
is extremely expressive, able to
convey countless emotions without
saying a word. Body movement,
Posture, Gestures, Eye contact,
Touch, Space, Voice and more.
 Be Respectful
 Listen, Affirm, Serve, Be Kind, Be
Polite, Be Thankful.
 Show Genuine Interest on Others
 Look them in the eye, Call them by
name, Pay attention, Provide
encouragement, Offer words of
praise, Ask questions, Acknowledge
people.

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Office Etiquette - Handshake
A firm and strong handshake imparts the first impression about your personality in the business field.
When you offer a firm handshake and introduce yourself looking them in the eye, you make the first
impression on your employees, managers and even business prospects.
A good firm handshake is a universal sign of strength and assuredness. A firm (but not crushing)
handshake is a sign of mutual respect from both parties.
The Handshake Should Last About 2-5 Seconds.
The two handed handshake: Usually seen among Politicians, this type of handshake is said to convey the
meaning of warmness, friendly, honest and trustworthy. But there's a catch here: if his/her left hand is
staying on your hand, it is a sincere handshake.
If the handshake is limp and floppy like a dead fish, it reveals a lack of commitment, indifference, and even
weakness. It gives the message that the person can easily become submissive.

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Office Etiquette -
Introducing Others..
 Introduce Others
 It makes them feel more comfortable and
allows them to socialize with others. And also
helps them to “break the ice” when meeting
new people.
 Learn names and learn them quickly. A good
tip for remembering names is to use a person’s
name three times within your first
conversation with them. Also, write names
down and keep business cards. People know
when you don’t know their names and may
interpret this as a sign that you don’t value
them.
 Be Polite and Professional in all Communication
Forms
 Being aware of and respect the feelings of
other people. Be professional in verbal,
nonverbal, written and visual communication.
 Be Personal but Professional
 You want to be friendly, but you don’t want to
be creepy. Respect people’s privacy. I must not
cause others to think that you’re playing
favoritism.

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Office Etiquette - Gossips
Avoid Gossips -
It Destroys friendships and divides
people by its very nature, gossip is
adversarial and also it degrades your
character.
How you treat people says a lot about
you. Don’t make value judgments on
people’s importance in the workplace or
speak negatively about your co workers,
even if you find yourself frustrated over a
certain situation. Be thoughtful about how
you interact with your supervisor’s, peers,
and subordinates as well.

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Office Etiquette -
Work Space & Work place clean
You may spend more waking hours in work
spaces than in your home space so:
Keep the space professional and neat with appropriate
personal touches! People will see the space and consider it a
reflection of you.
Whether it is a cubicle or office, respect others’ space.
Don’t just walk in; knock or make your presence gently
known. Don’t assume acknowledgement of your presence is
an invitation to sit down; wait until you are invited to do so.
Don’t interrupt people on the phone, and don’t try to
communicate with them verbally or with sign language. You
could damage an important phone call.
Limit personal calls, especially if you work in a space that
lacks a door.
Learn when and where it is appropriate to use your cell
phone in your office.
Food consumption should generally be regulated. Smells
and noise from food can be distracting to others trying to
work.
Keep your Workplace Clean - Use proper storage for
everything, Get rid of what you don‘t use, Use dustbins as
per the types of waste.

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Office Etiquette -
Professional Attire [or] Dress Code
Dressing & Grooming Standards for Men
Dress - Follow your office dress code. Employees
are not entertained to wear round neck T-shirts,
shorts, sweatpants, rubber slipper and any obscene
clothing inside the premises.
Hair - Should be conservative, well maintained and
cut short. Moustaches / beards neatly trimmed or
face clean shaven daily.
Nails - Clean and dirt free. Should be cut short and
filed neatly.
Ornaments - None. Except for obligatory rings.
Footwear - Leather laced shoes with socks. Socks
must be in dark colors (black, brown, dark blue or
gray) and coordinated with the trousers. Footwear
must be well-maintained, and shoes must be
polished.

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MEETING ETIQUETTE
Meeting Etiquette refers to codes of behavior an individual ought to follow
while attending meetings and discussions.
This can easily be the most intimidating part of starting a new job. The
environment of a meeting requires some careful navigation to maintain your
professional image, whether the meetings are one-on-one, with several
colleagues or with external clients.

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Meeting Etiquette - Do’s
 On Time
 Listen Carefully
 Can drink water / Tea
 Taking Notes
 Be Focused
 Ask Questions

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Meeting Etiquette - Don’ts
 Talk constantly
 Eating
 Checking Phone
 Being Late
 Causing Interruptions
 Taking it personally

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Meeting Etiquette -
General Characteristics
Being an office professional one should know the basis characteristics of attending the meeting or a
discussion. This will help you understand the importance of the meeting and also keeping you more
alive about the subject taking for discussion.
Be Prepared
Must be prepared to the agenda of the meeting to show
the best interest.
Everyone is busy. Ineffective meetings could bring
productivity to a halt.
Be Respectful
Arrive on time. Be at least 5 minutes before start.
If you know that you will be late, inform the meeting
organizer before the meeting.
Be Polite
When entering or leaving a meeting that is in progress,
try not to disrupt the flow of the meeting.
Join the meeting (Virtual mode) with microphone muted.

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Meeting Etiquette -
General Characteristics
Be Approachable
Body language will reveal your mood. Have a smile and
be pleasant.
When required, turn on your camera for a better
experience with others.
Be Aware
IT teams lets the attendees join meeting from any device
and location.
You know your surroundings best. Avoid any disruptions
and mute yourself when not speaking.
Be Presentable Your appearance and attire should be professional no
matter where you are.
Promote yourself. Think a grade high in your mind.
Your opinion matters.
Take your turn to share your views and thoughts.
Be Inclusive

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E-MAIL ETIQUETTE

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E-mail Etiquette - Do’s
 Include a salutation and a closing
 Dear Sir / Madam
 Thanks & Regards / Kind Regards
 Respond promptly
 Be concise and to the point
 Check for proper spelling, grammar
& punctuation (Proof read is must)
 Write clear & searchable email
subject line
 Identify your self clearly
 Don’t use text message language
 2mrw/hwru/gd/pls rep
 Show respect and restraint.

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E-mail Etiquette - Don’ts
 Don’t use passive or abusive
language
 Don’t punctuate poorly by including
too many exclamation points (!!!) or
emotions.
 Don’t forget your audience - use
formal language when writing to your
Manager / Boss.
 DON’T WRITE IN ALL CAPITAL
LETTERS.
 Don’t use fancy fonts which are not
easy to read.
 Don’t forward spam emails, hoaxes,
jokes.
 Don’t introduce a new subject line in
the middle of an email thread

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PHONE ETIQUETTE
Phone etiquette is the way you use manners to represent yourself and your business to customers
via telephone communication. This includes the way you greet a customer, your body language, tone
of voice, word choice, listening skills and how you close a call.
Good phone etiquette plays a large part in maintaining a strong connection with your customers and
ensuring an air of professionalism.
Good phone etiquette can separate you from the rest of the market and encourage customers to call
back once more.

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Phone Etiquette
Answer the call within 3 rings.
Immediately introduce and greet.
Speak loud and clear. Do not scream.
Use proper language and tone.
Use speaker phone when necessary.
Always sound positive and cheerful.
Be patient and do active listening , do not interrupt.
Incase of missed calls, return the call within a reasonable period of time.
Ask before putting someone on hold, on speaker or transferring a call.
Use of personal calls should be very minimal.
Let the caller hang up first.
Do not eat or chew something while speaking on phone.
The following etiquettes should keep in our mind while speaking with some one on phone…

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Phone Etiquette
How to behave while speaking on phone on different situations..
Different Situations Suggestive Reply to be used
When making a request, asking for
something, receiving help or information
Please, Thank You, Thank You very much..
When asking for clarifications during
conversation..
Could you repeat that please?
Could you speak a little more slowly please?
If you can’t hear very well.. I am afraid the line is quite bad..
I am afraid my English isn’t very good, could
you speak slowly please?
When asking the caller to wait / when you
need to transfer the call
Could you hold on a moment please..
Hold the line please..
Saying Good bye Thank you for calling
Have a good day
Good bye
A smile can “translate” through the phone, causing your voice to
sound friendly and warm.

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MESSAGE ETIQUETTE
Ever since the first text message was sent on December 3, 1992, texting has evolved into our most widely
used form of communication. Super-convenient? Absolutely. But like all forms of interpersonal interaction,
it can lead to misunderstandings, hurt feelings, and worse. That’s where texting etiquette comes in. Defined
by the Emily Post Institute (which is regarded by many as the “last word” on etiquette) as a “code of
behavior based on treating others with honesty, respect, and consideration,” etiquette can go a long way
toward avoiding texting mishaps, including miscommunications and hurt feelings. Here’s what you need to
know right now.

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Messaging Etiquette -
General Characteristics
A well-timed greeting message can be a great way to engage your audience and deliver a better experience.
Following welcome messages as a chat etiquette rule, motivates customers to increase product
engagement, open up conversations, and engage users to use the product in the right way to get the
significant benefits.
Timing
Pay attention to the clock
Never text after business hours if mandatory
Respond to text messages promptly
It there is too much of message to be conveyed, better
suited is an email or a phone call.
Tone
Be short.
Considered the person who you are texting..
Never use ALL CAPITAL LETTERS..
Show respect and courtesy..
Use symbol and emoji sparingly..
To steer clearly use CAPS.

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Messaging Etiquette -
General Characteristics
Privacy
Limit the number of text you send..
Don’t text after leaving a message..
Refrain from digital stalking (i.e; sending a text, email and
call for the same subject…
Share confidential information through a better medium
Professionalism
Check the recipient..
Check for auto correct or voice to text mistakes..
Know when to end a conversation..
Don’t use only text to change schedules or meetings..
Double check before you hit the send button..

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