Mind Your Manners: Office Etiquette Tips for Every Setting

Whether you are working in an office, remote from your living room, or your favorite coffee shop, there are few simple rules everyone can follow to make the company culture feel more enjoyable and productive. Here are a few simple office etiquette tips we all can put into practice.

Share Equipment and Space Respectfully

If you plan to print a large number of documents or need to use the conference room for a long period of time, send out a notice and ask if there will be any potential conflicts. Then, schedule your plans accordingly. If you know that every Tuesday morning there is an all-employee office meeting, it would be a good time to run the computer or schedule technical support when fewer employees need the equipment.

Return a Call or Email in a Timely Manner

The response may vary, depending on the urgency of the request. However, there are some professional standards that are expected in order to keep your client, peers, and boss happy.

• Respond to non-emergency messages within the same business day. If the sender is anxious for a response, send a second email with an idea of when they can expect your response.
• Business emails or calls should be addressed within 24 hours.
• Urgent calls or emails should be responded to asap. If you don’t have an answer, let them know you have received the message and will follow up soon.
• Invitation to a work-related social event should be RSVP’d within a week.

Be Aware of Your Volume

When talking on the phone, keep the private conversation off speaker. Ask the other person if they mind being on speaker, and let them know you are the only one in the room. If you are using earbuds, remember that you don’t need to shout for other person to hear what you are saying.

Keep in mind that using a speakerphone can pose a confidentiality risk, and the wrong person may hear something they can share with other people who are not, or should not, be privy to the information. Monitor your environment when working in a public space like a coffee shop or shared work area. Utilize a private area in the office for sensitive conversations.

If you are a person who has a loud voice, or has a loud laugh, be mindful of your coworkers’ volume tolerance and comfort level.

Be Aware of Smells in the Office

From stinky foods to strong cologne, try to avoid bringing anything into the office that could potentially make others feel sick or uncomfortable. Microwaving leftover salmon or your favorite tuna casserole, or wearing your expensive hair cologne, that everyone else thinks smells like bathroom air freshener, should be reserved for your days off. If someone mentions the fragrance, it’s a sign they are feeling queasy, but don’t want to tell you for fear of hurting your feelings.

Plan for Variable Indoor Temps

The office thermostat is often a source of frustration with some people liking it to be warm, and others preferring it cool. Dress in layers to plan for the fluctuation of temperature and hang a sweater or jacket on the back door of your office in case you need to bundle up. Remove your top layer (sweater) if it starts to get warm. Bring a small, portable fan or heater in to ensure your office temperature is controlled.

Don’t Share Gossip

The worst thing you can do is share a story about a coworker that isn’t flattering. It’s a sure sign that you can’t be trusted and will do the same when another person’s back is turned. If someone wants to share unflattering information about another person, stop it immediately by saying, “I’m uncomfortable talking about Sarah without hearing her side of the story.” This shows you have character and can be trusted to be fair and honest.

You may also like Office Pet Peeves and How To Avoid Them. 

For more information about working with Diane, America’s “Go To” social and professional etiquette authority, please visit The Protocol School of Texas. 

See what Diane is up to by following her on Instagram and Facebook and find etiquette inspiration on her Pinterest account. For more of Diane’s etiquette tips, refer to her posts on Inc. and HuffPost.