Cool technology is influencing modern rules about how we work and behave at the office. Technology has enabled us to easily communicate with anyone from anywhere at anytime. But this also leads people to make embarrassing mistakes that may be detrimental to their professional reputation. How you communicate with people at the office greatly affects the way they perceive you. We have put together 10 rules about workplace etiquette to help you get ahead at the office.
1) Don’t Use Slang In Email Or Texting
Email is of the first impression that people get of you. Make sure to put in a clear subject line at the top – something busy professionals prize. If you don’t have anything in the subject line at all, people may not be sure if it’s something they want to open right away.
An email should be viewed as a formal letter. When composing an email start with a greeting. If the recipient is someone you have never met before, begin with “Dear.” If the person says “Hi”, say “Hi” back. Mirror the person you are emailing. Timing is also important. The rule is you should reply to an email within 24 hours. Even if you don’t have an answer for someone, reply anyway and say “Thank you for the email – I ‘ll get back to you by such and such a date.”
Signing off carries potential pitfalls as well. If you don’t know the person very well, the safest way to sign off is “Best regards.” “Kind regards” and “Warmest regards” convey formality with just a little more affection as well. “Best” is commonly used and works well in most situations. If you want a more formal tone use “Sincerely,” which is a little more distant.
Don’t put unnecessary things in your signature such as quotes or religious sayings. Similarly, photos in signature may not come off well. Not everybody needs to see your picture. While it can be easy to fall into a casual tone, especially if you’re tapping out an email on a phone, remember an email can be forwarded. Keep emotions out of it, and keep it simple.
2) Properly Using The Mobile Phone
While at work, try not take personal calls in your work environment. If you have to, then take the call, but end it quickly so that you don’t disturb those around you – especially if you are working in an open space. Keep your ring tone on low and make sure the music tones are not too loud because the phone ringing can be distracting to your colleagues.
When answering your phone, use a proper greeting voice and announce your full name. Be aware of your speaking volume. Some people just don’t know how loud they are speaking, especially when their attention is focused on the person on the other end of the line.
Don’t answer the phone when meeting with others. At a meeting or meal, if you answer a call, you are basically telling the person you are meeting with that someone else is more deserving of your time than they are. If you are expecting an important phone call during your meeting and there’s no way you can reschedule it, then make sure to let the person you are meeting with know ahead of time.
3) Looking Polished In Office Attire
You spend a large part of the day at work so it’s important to be comfortable, but traditional. Different industries have different dress codes. Find out what they are. As a rule of thumb, if you reside on the East Coast in the United States, you may be expected to dress up if you are meeting with clients. On the West Coast, dress code is business casual.
Think about whom you are going to be meeting with at the start of your day and then plan your wardrobe accordingly. Hold back on the cologne and perfume. There are a lot of people who overdo this. It’s disruptive and many people are allergic to it. If you can’t control yourself, don’t wear it at all.
4) Gossiping Less
We all make friends at the office. It’s perfectly normal to be social and civil to bond with your colleagues. Yell out “WHOOOO!” when you close a big deal. If your coworkers are walking with you to the corner store for the complete story, that’s when you know it’s too much chatting. Know when to stop. After all, you are at work for a reason. Speaking on and on about something can be considered intrusive. If you disclose too much, you become vulnerable and it’s not a good thing in a business environment. If you keep quiet, you will not be invading other people’s personal space.
5) Sharing The Credit
Work is collaboration. Whether you are an attorney, architect, social worker, teacher, game developer, business development manager or an entrepreneur you are working with people. Not acknowledging a colleague’s work can ruin your reputation. You will not come across as a team player, but instead you’ll come across as a self-indulgent individual who just cares about your own promotion. Give credit to people you work with whenever possible or when it is rightly due. They shall work even harder next time and begin to love collaborating with you.
6) Leveraging Social Media
Remember your manners as you engage with people on Facebook, Twitter and LinkedIn. Be considerate and don’t jump in on people’s conversations on Facebook or use your Twitter space as an excuse to be brash or appear illiterate. Take time to write well-versed notes as you connect to people on LinkedIn. Let your thank you notes go cyber as you connect with networking contacts. Make introductions, and write recommendations the same way you would on paper. Politeness and personal respect is something that is expected in interpersonal communications. Having manners is a quality every employer wants in a candidate. Allow your manners to shine through everything you do online and off. In the long run, your efforts will pay off with better relationships in all areas of life.
7) Caring And Genuinely Connecting
Be authentic. Bring your whole self to work. You will be surprised at how many people appreciate real, meaningful connections at work. Care. Make a difference. People can hear that in your voice, the way you move, and your passion. If you’re passionate about what you do and how you can make a difference, work will no longer feel like work. It’ll feel like a mission. And that changes everything. You don’t have to be a corporate robot.
8) Getting Over Mistakes
Everyone makes mistakes. If you linger on too much or dwell on the issues, then suddenly you can’t focus on the task at hand. This can have a huge impact on your present performance. To get over the hump, ask yourself – is this a big issue in 10 days, 10 weeks, or 10 months? What about 10 years? Will this issue matter in 10 years? 99% of the time the answer is no. So stop dwelling on it. Lift your head up high and look forward. You are going to be successful at some things and you’ll fail at others. One of the best things you can do through it all is to own it. People will respect you for that. Why? Because you are willing to show them you’ll own it through both the good and the bad.
9) Speed And Following Through
As work ramps up, you probably have a list of things to do. Remember to quickly follow up with people you have been in meetings with and to stay focused on what’s really important to accomplish each day. Anyone worthy of your time is also worthy of your expediency. Don’t wait two weeks to follow up and let people know you enjoyed the conversation. And don’t just pitch them when you connect. Send them something of value, like a relevant link, so they know that you were thinking of something beside of your own needs.
Every day, try to create a list of three really critical things you need to work on that can have a huge impact on how you are feeling. Stay focused. With focus you shall have speed and with speed – results.
10) Enjoying Every Moment
Time flies quickly. Make the best of what you have. Smile. Inspire someone at work. Tell your co-workers how awesome they are. Go out there. Work hard, and have fun. Because you know what, awesomeness is contagious.
Although business today has become casual, one of the biggest mistakes you can make in your career is ignoring the social codes in the workplace. Hopefully, these 10 rules for conduct in the modern office gets you more opportunities for success that you deserve within your profession.
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