Lessons About Office Etiquette

Not too long ago, I had a discussion with a colleague about office manners/etiquette.  It seems that manners have quickly eroded from our common everyday practices.  Sometimes issues arise when employees are unaware that their behavior at work may be disruptive or annoying to others.  Do not take it for granted that people share the same expectations for what is considered polite and appropriate behavior in the office! 

Business owners -- do your team a huge favor and establish clear expectations for appropriate office etiquette. 

Here's some expectations I would suggest you consider talking with your team about:

Break room Etiquette:

• Clean the microwave and break room after each use.
• Wipe off the table (and chair you used) as you leave. 
• Take home any food and food containers home on a daily basis.
• Pour out liquid from cups/cans before disposing into the trash cans.

Bathroom Etiquette:

• Keep bathrooms in an orderly and tidy manner.
• Wipe off the counter after washing your hands.
• Ensure the paper towel is properly disposed of.
• Refrain from talking on your cell phone while using the restroom. 
• Replace the empty toilet paper roll with a fresh one.
• Wash your hands after using the restroom.

Copy Machine Etiquette:

• Return copy machine and printer settings to their default settings after changing them.
• Replace paper in the copy machines and printer paper trays when they are empty.
• Retrieve print jobs in a timely manner and be sure to collect all of your pages.
• Be prompt when using the manual feed on the printer.
• Keep the area around the copy machine and printers orderly and picked up.
• Be careful not to take or discard others' print jobs or faxes when collecting your own.

Conversations in the Office Etiquette:

• Try to minimize unscheduled interruptions of other employees while they are working.  If appropriate, communicate by email or phone whenever possible, instead of walking unexpectedly into someone's office or workspace.
• Be conscious of how your voice travels, and try to lower the volume of your voice when talking on the phone or to others in open areas.
• Keep socializing to a minimum, and try to conduct conversations in areas where the noise will not be distracting to others in their workspace.  Try not to block walkways while carrying on conversations.
• Minimize talking between work spaces or over cubicle walls.  Instead, conduct conversations with others in their workspace. 
• Refrain from using inappropriate language (swearing) that others may overhear.  Refrain from jokes or statements that may be offensive to others.
• Avoid discussions of your personal life/issues in public conversations that can easily be overheard.
• Monitor the volume when listening to music, voice mail, or a speaker phone that others can hear.

Office Image Etiquette:

• Put extra office supplies back in inventory, rather than leaving them scattered throughout the office. 
• Organize and clean up your desk / workspace before leaving for the day.  Avoid putting files or papers in stacks on the floor.
• Wipe off your desk to keep it looking professional.
• Avoid excessive clutter and personal items collecting in your workspace. 

Summary:  I believe that "everything communicates something."  As a small business owner, you can positively impact the team and diminish drama and annoyance by making a clear statement of what you DO expect of your team.  As with any team, good directions usually makes them all feel like their rowing their oars in the same direction. 

Kathleen Lapekas - PHR

Action HR Consulting

For Personal Attention to Personnel Matters...

http://www.actionhrconsultant.com/