
(thewebmuse.com)
Communication in an office is key to its success. Further, knowing the proper office etiquette on communication will help you gain favor with your co-workers and boss, and keep you from getting sacked for a personal behavioral issue. In this economy, it is important to give your boss every reason to keep you around.
The Phone: Texting, Personal Calls, and Business Calls
Never let your boss or co-workers catch you texting. You would never text a client and your co-workers are at work with you, so who could you be texting on the clock? If it is a family member, like a child, people will understand, but the polite thing to do is apologize and explain it is your child. Some offices have relaxed policies on cell phones due to the many family phone calls that would end up coming through the business line anyway.Personal calls should only be made on your lunch break, preferably outside on your cell phone unless, once again, it is an emergency or your child. Check to see if your company has a policy for personal calls.Business calls should be taken with great importance. This means devoting your full attention to the caller, turning off any music, and pulling out a pen and pad to take notes (or type notes). It is obvious to a caller when you are distracted. If it is not a good time, apologize and ask the caller if you can call back at a specific time. Make sure you follow up when you said you would. Your business call demeanor will help you win over clients and impress your boss.
Emails and Internet Chat
When addressing e-mails, always use formal names until the person responds with their first name. This tells you that it is okay to be informal. If you are e-mailing a co-worker that is the same level as yourself, it is okay to use his or her first name. Listen to how people address each other in the office to determine where and when to be formal.Keep your office e-mails short and to the point. Everyone’s inbox is inundated with tons of mail, being succinct will help your e-mail be processed sooner. Being succinct does not mean cold, make sure to be friendly and ask how people are if it is appropriate for the situation.Beware of personal e-mails and gossip in e-mails. If you are going to send e-mails from your work account, make sure you are sending them to the right people. To avoid this altogether, save all personal e-mails for your personal account.Many companies now have an inter-office Internet chat that is useful for asking quick questions. This method of communication is not for office gossip, so don’t abuse it. That being said, it is not the best idea to use gchat or aim at work, but if you must, keep it for lunch time and remember to turn down the sound so each new entry does not make a beep. If you are going to use it during the work day, plan a quick exit if your boss walks by.
Office Meetings
Take at least five to ten minutes before each meeting to prepare. Know what the meeting is about and what your roll is. Being prepared shows you care.Let the designated person lead the meeting. It is great to share your opinions and ideas, but do it in an appropriate way.Stay attentive. If you are going to doodle, make sure no one can see and be prepared to know what is going on if you are called on. A good thing to remember is that you are getting paid to be there, not paying to be there like the classes you fell asleep in during high school and college.Always take notes. They help you remember what was said later and they show that you are paying attention and thinking.
Office Gossip: Don’t do It!
Gossip at work and out of work are equally bad. Save your gossip for your personal friends, family, and significant other if you must spill something juicy about work or your co-workers/boss. When in doubt, ask yourself, am I being professional right now? If you are gossiping, usually the answer will be no. This line is blurred when you are hanging out with co-workers out of work. Stick to non-work topics if you can help it.
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