Workplace Etiquette

Presentation on Workplace Etiquette

1. B uild to B rand “ U ” Workplace Etiquette Presented by R.Kirupananda Rathinam Manager - HR

2. B uild to B rand “ U ” 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.

3. B uild to B rand “ U ” 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

4. B uild to B rand “ U ” What will we discuss? Office Etiquette Meeting Etiquette Email Etiquette Phone Etiquette Message Etiquette

5. B uild to B rand “ U ” OFFICE ETIQUETTE

6. B uild to B rand “ U ” 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 contro l.

7. B uild to B rand “ U ” 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.

8. B uild to B rand “ U ” 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.

9. B uild to B rand “ U ” 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.

10. B uild to B rand “ U ” 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.

11. B uild to B rand “ U ” 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.

12. B uild to B rand “ U ” 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.

13. B uild to B rand “ U ” 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.

14. B uild to B rand “ U ” 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.

15. B uild to B rand “ U ” Meeting Etiquette - Do’s On Time Listen Carefully Can drink water / Tea Taking Notes Be Focused Ask Questions

16. B uild to B rand “ U ” Meeting Etiquette - Don’t s Talk constantly Eating Checking Phone Being Late Causing Interruptions Taking it personally

17. B uild to B rand “ U ” 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.

18. B uild to B rand “ U ” 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

19. B uild to B rand “ U ” E-MAIL ETIQUETTE

20. B uild to B rand “ U ” 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.

21. B uild to B rand “ U ” E-mail Etiquette - Don’t s 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

22. B uild to B rand “ U ” 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.

23. B uild to B rand “ U ” 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…

24. B uild to B rand “ U ” 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.

25. B uild to B rand “ U ” 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.

26. B uild to B rand “ U ” 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.

27. B uild to B rand “ U ” 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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